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Information Technology Solutions, including desktops, notebooks, servers, software, peripherals and services Executive Summary Lead Agency: City of Tucson, AZ RFP Issued: January 22, 2013 Date Open: February 19, 2013 Awarded to: Solicitation: RFP #130733 Pre -Proposal Date: January 29, 2013 Proposals Received: 4 The City of Tucson, AZ Department of Procurement issued RFP #130733 on January 22, 2013, to establish a national cooperative contract for informational technology solutions. Notice of the solicitation was sent to potential offerors, as well as advertised in the following: • City of Tucson, AZ website • Hawaii Tribune —Herald, HI • Daily Journal of Commerce, OR • Times Union, NY • The State, SC • The Olympian, WA • National IPA website On February 19, 2013, proposals were received from the following offerors: • Intertech • En Pointe Tech • GBH Communications • CDW Government The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee discussed the relative strengths and weaknesses of the proposals, scored and ranked the proposals. As a result, the committee recommended entering into exclusive negotiations with the intent to award to the top ranked firm, CDW Government. The City of Tucson, AZ, and CDW Government successfully negotiated a contract and the City of Tucson executed the agreement with a contract effective date of August 18, 2013. Page 1 of 2 Contract includes: A comprehensive product and service offering including desktops, notebooks, servers, software, peripherals, cloud computing, consulting/analysis, design, technical support, leasing/financing, trade-ins, repair, configuration/system configurations, implementation, training, maintenance, installation, system testing, upgrades, and imaging. Term: Initial one year agreement from August 18, 2013 through August 17, 2014, with option to renew for four (4) additional one-year periods through August 17, 2018. Pricing/Discount: Discount off product categories with an additional 2% discount on Hewlett Packard products. Page 2 of 2 CONTRACT PRICING 1. Provide price proposal as requested on the Price Page attached herein. In addition to indicating your proposed discounts on the Price Page, °you must also apply those discounts to the sample items in the Sample Items List in Attachment A. CDWG offers an additional 2% discount beyond the applicable category discounts for all HP products. ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 1 Systems 1. Desktops 2. Notebooks 3. Tablets 4. Servers (1 Processor, 2, Processor, 4+Procesor, Blade, Tower, Unix, Handhelds, etc.) Group 2 Input Devices 5. Keyboards 6. Mice 7. Imaging Scanners 8. POS Scanners 9. Pointing Devices 10. Bar Code Readers 11. Audio Input 12. Input Adapters 13. PC and Network Cameras 14. Input Cables 15. Input Accessories 2.00% 2.00% 2.25% 2.25% 3.50% 3.50% 4.50% 4.50% 3.50% 3.50% 3.50% 3.50% 3.75% 8.00% 3.50% Group 3 Output Devices 16. Displays 3.25% 17. Printers 3.50% 18. Inkjet Printers 3.50% 19. Inkjet Photo Printers 3.50% 20. Laser Printers 2.25% 21. Label Printers 3.50% 22. Dot Matrix Printers 2.25% 23. Multi -Function Printers 2.25% 24. Wide Format Printers 2.25% 25. Multi -Function Inkjet Printers 2.25% 26. Wide Format Printers 2.25% 27. Fax Machine Printers 2.25% 28. Printer Accessories 3.75% 29. Projectors 3.25% 30. Projector Accessories 3.25% 31. Audio Input 2.25% 32. Video Cards 2.25% 33. Sound Cards 2.25% 34. Output Accessories 2.25% 35. Printer Consumables 2.25% CDW Government LLC Page 51 02/14/2013 PEOPLE The City of Tucson Information Technology Solutions WHO GET IT* ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 4 Memory 36. Desktop 5.00% 37. Flash 4.25% 38. Networking 4.25% 39. Notebook 5.00% 40. Printer/Fax 4.25% 41. Server 4.25% Group 5 Storage Devices 42. Adapters Fibre Channel 43. Adapters FireWire/USB 44. Adapters IDE/ATA/SATA 45. Adapters RAID 46. Adapters SCSI 47. Bridges & Routers 48. Disk Arrays 49. Disk Arrays JBOD 50. Drives Magneto -Optical 51. Drives Removable Disk 52. Fiber Channel Switches 53. Hard Disks External 54. Hard Disks Fibre Channel 55. Hard Disks IDE/ATA/S 56. Hard Disks Notebook 57. Hard Disks SCSI 58. Networking Accessories 59. Optical Drives CD-RO 60. Optical Drives CD-RW 61. Optical Drives DVD/C 62. Optical Drives DVD-R 63. Storage Accessories 64. Storage NAS 65. Storage SAN 66. Tape Autoloaders AIT 67. Tape Autoloaders DAT 68. Tape Autoloaders DLT 69. Tape Autoloaders LTO 70. Tape Drives 4mm 71. Tape Drives 8mmNXA 72. Tape Drives AIT 73. Tape Drives DAT 74. Tape Drives DLT 75. Tape Drives LTO/Ultrium 76. Tape Drives SDLT 77. Tape Drives Travan CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 52 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 2.75% 3.50% 2.75% 3.50% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% PEOPLE WHO GET IT ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 6 Network Equipment 78. 10/100 Hubs & Switch 79. Bridges and Routers 80. Gigabit Hubs & Switches 81. Concentrators and Multiplexers 82. Hardware Firewalls 83. Intrusion Detection 84. KVM 85. Modems 86. Network Test Equipment 87. Network Adapters 88. Network Cables 89. Network Accessories 90. Repeaters and Transceivers 91. Wireless LAN Accessories 92. Token Authentication 93. 10G Fiber Optic Transceivers 94. 1 G Fiber Optic Transceivers Group 7 Software 95. Licensing Packages (i.e., Microsoft Open Value, Microsoft EES) 96. Licensing Backup 97. Licensing Barcode/OC 98. Licensing Business Application 99. Licensing CAD/CAM 100. Licensing Cloning 101. Licensing Computer Services 102. Licensing Database 103. Licensing Development 104. Licensing Entertainment 105. Licensing Financial 106. Licensing Flow Chart 107. Licensing Graphic Design 108. Licensing Handheld 109. Licensing Network OS 110. Licensing OS 111. Licensing Personal Organization 112. Licensing Presentation 113. Licensing Reference 114. Licensing Report Analysis 115. Licensing Spreadsheet 116. Licensing Utilities 117. Licensing Warranties 118. Licensing Web Development 119. Licensing Word Processing 120. Software Backup 121. Software Barcode/OCR 122. Software Business Application 123. Software CAD/CAM 124. Software Cloning 125. Software Computer Services 126. Software Database COW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 53 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.25% 2.75% 2.75% 2.75% 8.00% 2.75% 3.25% 2.75% 15.00% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% PEOPLE WHO GETT ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 7 Software Continued 127. Software Development 3.25% 128. Software Entertainment 3.25% 129. Software Financial 3.25% 130. Software Flow Chart 3.25% 131. Software Graphic Design 3.25% 132. Software Handheld 3.25% 133. Software OS 3.25% 134. Software Personal Organization 3.25% 135. Software Presentation 3.25% 136. Software Reference 3.25% 137. Software Report Analysis 3.25% 138. Software Spreadsheet 3.25% 139. Software Utilities 3.25% 140. Software Warranties 3.25% 141. Software Web Development 3.25% 142. Software Word Processing 3.25% Group 8 Media Supplies 3.75% 143. Media 4mm Tape 144. Media AIT Tape 145. Media DAT Tape 146. Media DLT Tape 147. Media LTO/Ultrium Tape Drive 148. Media Magneto -Optical 149. Media Optical 150. Media SLR Tape 151. Media Travan Tape 152. Media VXA Tape 153. Media Zip Group 9 Collaboration and IP Telephony 154. IP Phones 155. Video Conferencing products 156. Voice Gateways/Servers 157. Headsets 158. Audio conferencing products 159. Analog phones 160. accessories 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% Group 10 Other 161. Advanced Integration 2.00% 162. Asset Disposal 2.00% 163. Asset Management 5.00% 164. Cables 8.00% 165. Cables Custom 8.00% 166. Cables Printer 8.00% 167. Complex Warranties 2.00% 168. Desktop Accessories 5.00% 169. Display Accessories 3.25% 170. Electronic Services N/A% 171. Handheld Accessories 5.00% 172. Imaging Accessories 3.75% CDW Government LLC Page 54 02/14/2013 PEOPLE The City of Tucson Information Technology Solutions = WHO GET IT". ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 10 Other continued 173. Imaging Camcorders 3.75% 174. Imaging Digital Cameras 3.75% 175. Internal Lab Service N/A% 176. Lab Fees 2.00% 177. Managed Services 2.00% 178. Miscellaneous Solutions N/A% 179. Mounting hardware for vehicles 4.00% 180. Networking Warranties 2.00% 181. Notebook Accessories 4.00% 182. Notebook Batteries 3.75% 183. PC Lab Order Services N/A% 184. POS Accessories 3.50% 185. POS Displays 3.25% 186. Power Accessories 2.25% 187. Power Surge Protection 4.00% 188. Power UPS 2.25% 189. Server Accessories 2.25% 190. Service charge N/A% 191. System Components 4.25% 192. Training Courses 2.00% 193. Training Reference Manuals 2.00% 194. Warranties Electronic 2.00% Group 10 Additional Proposed Categories 202 iPad/Tablet Stylus 5.000% 203 Mouse/Wrist Pads 5.000% 204 Security Locks and Hardware 20.000% 205 Tools 5.000% 206 Document Scanner Accessories 3.750% 207 Flatbed Scanners 3.750% 208 Mobile Scanners 3.750% 209 Network Scanners 3.750% 210 Sheetfed Scanners 3.750% 211 Wide Format Scanners 3.750% 212 Workgroup/Departmental Scanner 4.500% 213 Build to Order Desktops 2.250% 214 Nettop 2.250% 215 Point of Sale 2.250% 216 Ultra Small Form Factor 2.250% 217 Apple Mac Memory Upgrades 4.250% 218 Chips/SIMMs/SIPPs/ROMs 4.250% 219 Computer Cases 4.250% 220 CPUs/Fans 4.250% 221 Memory Accessories 4.250% 222 Motherboards/Chassis 2.750% 223 1-2 Port Serial Boards 2.750% CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 55 PEOPLE H GET IT' 224 3+ Port Serial Boards 225 Console Server 226 Device Server 227 Terminal Servers 228 Content Management 229 FirewallNPN Appliances 230 Multifunction Security Applian 231 Network Camera Accessories 232 Network Cameras 233 Physical/Environment Security 234 Security Appliance Accessories 235 Security Tokens 236 Unified Threat Management 237 2-Way Radios/Walkie Talkies 238 Apple Notebooks 239 Convertible PCs/Slate PCs/iPAD 240 iPAD 241 Slate Tablet Computers 242 GPS/PDA 243 Wireless Communication Devices 244 Batteries 245 Power Supplies/Adapters 246 Rackmounting Equipment 247 Remote Power Management 248 Surge Suppressors 249 UPS/Battery Backup 250 14" & Smaller LCD Display 251 15-19" LCD Display 252 15-19" Wide LCD Display 253 15-19" Wide LED Display 254 20-30" LCD Display 255 20-30" Wide LCD Display 256 20-30" Wide LED Display 257 PCoIP and Zero Client Displays 258 Arm Mounts 259 Ceiling Mounts 260 Combo Mounts 261 Desktop Stands/Risers 262 Flat Wall Mounts 263 Mount Accessories 264 Pole Display 265 Stands/Carts/Feet 266 Tilt Wall Mounts CDW Government LLC , 02/14/2013 The City of Tucson Information Technology Solutions Page 56 2.750% 2.750% 4.000% 2.750% 2.750% 2.750% 2.750% 2.750% 2.750% 2.750% 15.000% 2.750% 2.750% 3.500% 2.250% 2.250% 2.000% 2.000% 4.250% 3.000% 3.750% 2.250% 2.250% 2.250% 4.000% 2.250% 3.250% 3.250% 3.250% 3.250% 6.000% 3.500% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.500% 3.250% PEOPLE WHO GET Group 11 Services — Offerors may offer a discount off list price or an hourly rate. Pricing may vary by manufacturer and by region of the country. Offerors should indicate any manufacturer and regional variances. 195. Design and Analysis 196. Configuration 197. Implementation 198. Installation r�ffe4T 199. Training �� .ua_ �.�.�� � ,�•: � �,-. 200. Maintenance and Support ° 201. Additional Services Offered (On a separate page list the additional services offered and their applicable discount) CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 57 Ok PEOPLE WHO GETtr Additional Services Discount from Service Standard Rate Standard Rate Converged Infrastructure Services Rates UCCe, Telepresence, Video, Webex Services Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% UCCx, UC, Unity, CME Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 175.00 1% Wireless, DLP, Physical Security Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 175.00 1% RJS, UCS, Nexus, Security Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 175.00 1% Cross Practice Services Rates Program Manager $ 225.00 1% Technical Writer Trainer Associate Travel Rate MS Unified Communications Services Rates Project Manager Architect Senior Consultant Consultant MS Information Worker Services Rates Project Manager Architect Senior Consultant Consultant MS Server and Security Services Rates Project Manager Architect CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 58 $ 75.00 1% $ 175.00 1% $ 160.00 1% Hourly Uplift $ 35.00 $ 185.00 $ 200.00 $ 185.00 $ 175.00 1% 1% $ 185.00 1% $ 195.00 1% $ 185.00 1% $ 175.00 1% $ 185.00 $ 200.00 1% 1% PEOPLE WHO GET IT' Senior Consultant _._._ $ 180.00 1% Consultant $ 165.00 1% MS Monitoring and Management Services Rates Project Manager $ 185.00 1% Architect $ 200.00 1% Senior Consultant $ 180.00 1% Consultant $ 165.00 1% CitrixNMware Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 180.00 1% NetApp/EMC Services Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% IBM I, P, Z, TSM Service Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% Lotus/Websphere Services Rates Project Manager $ 185.00 1% Architect $ 190.00 1% Senior Consultant $ 180.00 1% Consultant $ 165.00 1% Other Manufacturer Solutions Project Manager $ 225.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 175.00 1% CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 59 PEOPLE WHO. GETi END OF CONTRACT PRICING CITY OF TUCSON, ARIZONA: AWARD RECOMMENDATION PROPOSAL EVALUATION SHEETS PROOF OF ADVERTISEMENT TO: Laura Jestings, C.P.M,, CPPB Contract Administrator DATE: May 17, 2013 FROM: Nathan Daou, CPPB, C.P,M., A.P.P. Principal Contract Officer Sub j ect: F,xpeuttyc45urnytary. -_,RequestforTyokosal Information Technology Solutions, including Desktops, Notebooks, Servers, Software, Peripherals, and Services Dept./Div.: I.-F./Networks Date Issued: January 22, 2013 Pre -Proposal Date: January 29, 2013 No. of Individuals Attending: 8 Due Date: February 19, 2013 No. of Proposals Received: 4 Negotiated Value: See Below pCard Accepted: Yes BACKGROUND The City of Tucson issued the above referenced .Request for :Proposal to select: a contractor to be the City's provider of Information Technology So.luti.ons, including desktops, notebooks, servers, software, peripherals, and. services. The resulting contract is intended to be a national cooperative contract, utilizing the services of National IPA. The solicitation was publicly posted on the C:ity's website and. notices were emailed to all registered vendors who have indicated. email is their preferred delivery. EVALUATION A committee was fonned to evaluate the proposals based upon the selection criteria set forth in the original RFP. The committee was comprised of the following members and signed Committee Member Statements were received from all: Voting, committee Members Non -Voting Committee Members Christopher Perko, Information Technology Department Sarah Va.vra, National IPA Aaron Gillihan, Parks and Recreation Department Carl Drescher, Town of Martina The City received proposals from the following firms: Intertech En Pointe Tech. GBH Communications CD W Government Prior to releasing the proposals to the committee, 1 conducted an initial review of the proposals to ensure that all requested information had been submitted. As a result, all proposals were deemed eligible for the committee's review. Th.e committee is charged with the final determination of acceptability. OnFebruary 27, 2013, I met with the evaluation committee and discussed the role of the committee and the evaluation process. Each committee member received a copy of the City's Guidelines for Evaluation, the Evaluation Committee Responsibilities document, the evaluation criteria and copies of the proposals. The committee reconvened on March 6, 2013 to discuss the relative strengths and weaknesses of the proposals with regard to the evaluation criteria set forth in the solicitation. After discussing all of the proposals, the committee members individually scored and ranked the proposals. The committee members' rankings were totaled using the Heisrnan Method to arrive at an overall. ranking, As a result, the committee recommended entering into exclusive negotiations with the top -ranked offeror, CDW Government, and proceeding with contract award upon successful completion of .negotiations. NEGOTIATED VALUE CDW Government took several exceptions to the City's terms and conditions as stated in the UP. Through negotiations, 1 was able to negotiate more favorable terms and conditions for the City. CONTRACT OFFICER RECOMMENDATION: I attest that the evaluation process was conducted in accordance with the Tucson Procurement Code and all applicable rules and regulatio.ns. Based upon the evaluation committee's recommendation, it is recommended that this contract shall be awarded to: Concurrence: Laura Jestings, Contract Admi ,CPPB a or CDW Government 5- 7 (3 Date 11'1( OF Fu (sou . .. .. DEPARTMENT OF PROCUREMENT SCORE SHEET REQUEST FOR PROPOSALS #130733: INFORMATION TECHNOLOGY SOLUTIONS, INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES Evaluation Criteria INTERTECH GBH COMMUNICATIONS EN POINTE TECHNOLOGIES CDW GOVERNMENT 1. Method of Approach: 35 Points 2 cp ( 0 5 o `3 5 2. Price: 25 Points g LI, /6 1..- ? 0, o '2 5 3. Qualifications/Experience: 20 Points / D 5- f 5 t o 4. Technology: 20 Points / 0 1 5 0 TOTAL (100 points possible.) ' 1 , / U 0 RANKING 3 / I hereby attest that the points awarded to each offeror listed above were scored in accordance with the established evaluation ri eria and r- iresent rn 'ud.ment of the offerors' proposals. C•o6imittee Memb,er Signature Date DEPARTMENT OF PROCUREMENT SCORE SHEET REQUEST FOR PROPOSALS #130733: INFORMATION TECHNOLOGY SOLUTIONS, INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES I Evaluation Criteria 1NTERTECH GBH COMMUNICATIONS EN POINTE TECHNOLOGIES CDW GOVERNMENT 1. Method of Approach: 35 Points / 0 5 2- 0 3 0 2. Price: 25 Points 2 4, / 6 2, 2, 0- 0 i Z. 5 3_ Qualifications/Experience: 20 Points 5 1 S 2. 0 4. Technology: 20 Points / 0 51 0 Z 0 TOTAL (100 points possible.) ( / 6 3 6 S . 0 1 95 RANKING 3 I- I hereby attest that the points awarded to each offeror listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the offerors' proposals. - - 2/3 Date DEPARTMENT OF PROCUREMENT SCORE SHEET REQUEST FOR PROPOSALS #130733: INFORMATION TECHNOLOGY SOLUTIONS, INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES Evaluation Criteria INTERTECH GBH COMMUNICATIONS EN POINTE TECHNOLOGIES CDW GOVERNMENT 1. Method of Approach: 35 Points 2.5 ; 5" 2. Price: 25 Points i..k r tP � go. O 1 a 3. Qualifications/Experience: 20 Points " } g 2_0 4. Technology: 20 Points " ic 2_) 2-C TOTAL (100 points possible.) .Vf 1 RANKING ___S Z.- I hereby attest that the points awarded to each offeror listed above were scored in accordance with the established evaluation criteria and represent my bestgudgment of the offerors' proposals. Committee Member Signature Date DEPARTMENT OF PROCUREMENT COMMITTEE RANKINGS (APPLICATION OF THE HEISMAN METHOD) REQUEST FOR PROPOSALS #130733: INFORMATION TECHNOLOGY SOLUTIONS, INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES Committee Members: INTERTECH GBH COMMUNICATIONS EN POINTE TECHNOLOGIES CDW GOVERNMENT Committcc Member A - f Committee Member B 4- I Committee Member C 4- , 1 f TOTAL: t / . 1 3 RANK: - / Based on the above rankings, the committee recommends ewVei'1 -eGIAS? iQ -1�\c 0 f- av ,V (1 o Pe - r) CD 'i Gi lietrvi n Pilo") a,tJ -1? 0 vko 1-& o &eh (:t Corn : e R- ommendation dated: t e t.ember Si.na ure Committee ember i ; ature Committee Member Signature v Revised November 2006 54137r1 AFFIDAVIT OF PUBLICATION State of Hawaii ) SS: County of Hawaii ) LEILANI K. R. HIGAKI ; being first duly sworn, deposes and says, 1. That she is the BUSINESS MANAGER HAWAII TRIBUNE -HERALD newspaper published in the City of State of Hawaii. 2. That the " The City of Tucson AZ is requesting. proposals INFORMATION TECHNOLOGY SOLUTIONS (RFP No.130733)....etc. HILO of ,a a of which a clipping from the newspaper as published is attached hereto, was pub- lished in said newspaper on the following date(s) jinuary , 20 Subscribed and sworn to before me this 1st day of February, 2013..... O SHARON H. P. OGATA Notary Public, Third Circuit, State of Hawaii My commission expires October °I, 2016 Page(s) 1 (etc.). The City of Tucson, Az is uestttl roposals fromgtua ified and expertsi�cedfjrmsto rov defNE0RMAT oNTEcHNOLoG SoLt3TioNS (F( o 30733)corder to be cnsideredtthe Offeror must.. rt pleteand bmitlis,�rop ssaltott�etept of Procurement at the location ►ndlcatec, by the exact date ands time lridicated in the solicitationdocU r eotatkm available at`: www; tucsonprocurement com . PRE -PROPOSAL CONFERENCE Tuesday, J nuary 29, 2013 at- 1100:a m local time, City Hall, 7th Fl Attorney's;Conference Rm,Tucson,Az r ua 'ROP,OSALtbUEIJATI IiESrA',xF RUAi t OCALTlME ontactNathanUaGUat.Natl `":37r . Hawaii'rribt ne l erai Legal # 2719 Affidavit of Publication STATE OF VVASHINGTON County of Thurston County '.. -?,•;,..--,-:---:-.4.:Le.00.*Ir9g,,„,;,;:.: tli*itki.AT}..iiirtiotoo plfirrIP PErcg„ titotic0o1000y: .,.T.,i0.,.14 41tRawmt,-,lit...biteelp ..i ,•• .-- 1::. ...oigo.5,),-:-.-o,ii,*g44--t,„fatItiiito nikCs'1P9,,-1.Ntp,,adrerrot: ,:liftroted: !.,1,O:g10'Viii,ict'.0.41#"IY76tiai,ii.', :iikdieg.!'ii,,r-fli-,odsyFo.r.F,r`'-'.--iii0ZGE=i•tgcli•rgt,fr-IP,,,,*_ 51217,47-41..'d*fil:!.:,: :Ittio..,-T.4c!t./..„.....),z 400111.--i:::--:'.' i nAtt: . -4.:-10o.A...,„: -0s-44,401.4-i:Av40.11:7-•'i.: ,.4',-- •,:wEsmv,-,,-,-;:' - -.to.:#Pr%::-1;,-- ,T,?,,T::::;..:.,7,:j. ,...i,!•.'!;,,.':,1- 4,5,,002 ::';,-:'-,e.':"' 40110;4,r,,,.,,.„.„. ss. The Olympian has been appointed :as a legal newspaper by order of the Soperior Court of the State of Washington for Thurston County, dated July 10, i941, the eountyin which said newspaper is published in. accordance With RCW 65.16.020 and :RCW 63,16.040, Prinolpal Cleric day of The undersigned being first duly sworn on oath deposed and says: That she is the Principe] Clerk of The Olympian which is a legal newspaper printed and published in the city of Olympia, Thurston County, Washington: of general circulation in said City, County and State; that the Request for Proposals In the case of Information Technology Solutions (RFP No. 130733) City of Tucson, AZ -- NIPA of which the attached is a printed copy, was published in said newspaper: On the 25th day of .January 2013 the day of 2013 the day of 2013 the day of 2013 the day of 2013 _the_ day -of — 2013 that the said newspaper was generally circulated during all of said time, and has been published for more than six months prior to the dates of the publication of this legal document, and that said notice was published in the newspaper proper and not in supplement form, The amount of fee charged for this publication - $ 02.76 -- PREPAID \\N Subscriped and sworn to me this ,2013 Notary Public in and fc rthe theState .ofWashUigton Residing at Olyrripla, Thurston County, WaShington Note — The above affidavrsdfen la in compliance with ROW 83,10.030 and Sec.?, Chapter 34, Laws of 1977, Ity9f Ti-v‘vfAer5-6,, cd funs to roggfg$0:50.004:. EOHQGBOLPJq FP .e,04.s.t re „. 1§15t0:-#1016401Ji3iiidi604,15,0tirO igKoatirei4Avnalo*glifift the ioic1tagra0cfatkiikr.4041)10.4ti .!.(0.44:60;tfiSf0rf0640ttitglaViIk. RE .00SAONEEtf riles a a gifORCKITtiie rir TUESDMfRUA *big' a THE STATE MEDIA CO., INC. Columbia, South Carolina ptiblisher of gvi?. Vn 4 Atotu ailata VikeE.D.E.SOUTH..CAROLINA. COUNTY'OF RICHLAND Personally appeared before me, Emily Fernandez, Project & Support Supervisor of THE STATE, and makes oath that the advertisement, Public Notice: The City of Tucson, AZ is requesting proposals from qualified and • experienced firms to provide INFORMATION TECHNOLOGY SOLUTIONS(RFP - NO. 130733 was inserted in THE STATE, a daily newspaper of general circulation published in the City of Columbia, State and County aforesaid, in the issue(s) of January 24, 2013 Subscribed and and sworn to before me on this day M commission J nuary 20, 2014 Notary Public "Errors- the liability of the publisher on account of errors in or omissions from any advertisement will in no way exceed the amount of the charge for the space occupied by the item in error, and then only for the,first incorrect insertion" AFFIDAVIT OF PUBLICATION 921 S.W. Washington St. Suite 210 / Portland, OR 97205-2810 (503) 226-1311 STATE OF OREGON, COUNTY OF MULTNOMAH, --ss. I, Kristine Humphries , being first duly sworn, depose and say that I am a Production Manager of the DAILY JOURNAL OF COMMERCE, a newspaper of general circulation in the counties of CLACKAMAS, MULTNOMAH and WASHINGTON as defined by ORS 193.010 and 193.020; published at Portland in the aforesaid County and State; that I know from my personal knowledge that the Goods and Services notice described as Information Technology Solutions RFP No. 130733 City Of Tucson, Az; Bid Location Pima County; Due 02/12/2013 at 4:00 pm a printed copy of which is attached, was published in the entire issue of this newspaper for 1 time(s) in the following issues; 1/24/2013 SUBSCRIBED AND SWORN TO BEFORE ME ON THE 24th DAY OF January 2013 tinstine Humphries, Production Manager OFFICIAL SEAL JOSHUA K COATES NOTARY PUBLIC-OREGON COMMISSION NO. 453847 EXPIRES NQVEMBER 07, 2014 Todd Theroff • National Intergovernmental Purchasing Alliance 1600 Westgate Cir Ste 275 Brentwood, TN 37027-8059 CITY OF TUCSON, AZ NFORMATIONTECHNOLOGY �£ SOLUTIONS Blds due 4 DD�pm, Feb 12 CALL FORBIDS The City of Tucson, AZ is requesting roposais from squalified and eicperienced`firmsto provide INFORMA TIOf�I TECHNOLOGY SOLUTIONS tRFP, No 130733j 'In order to Abe considered the Offeror musiicomplete anctsubmit ds k-114rsal 3I the Dept of Procurement at the fooatton ut01 ted 4hy tha exact -date and ,,ee a indicated kin; the soliciN9'. doAumentatien available; at wWwY�tcsonp rocurement core x„, PRE PROPOSAL, CONFERENCE Tuesday, January 29, 2013 at 11.OD a m local time Clty Hail, 7th Fl Attorneys Conference Fim PROPOSAL` DUE DATE TUESDAY FEBAUARY 12, 2D13= AT4 ODPM LOCAL TIME " Coniact .Nathan Daou at Nathan daou©tucsonazgov Published Jan 24, 2Dt3 1023413D Order No.: 10234130 Client Reference No: 130733 In Print. Online..AlltheTime. Albany Times.U.rrian News Plaza. Box 15000., Albany, New.York 12212 NATIONAL IPA 1600 WESTGATE CIR. SUITE 275 BRENTWOOD, TN 37027 Account Number: 600083660 Order Number: 0003651125 Order Identifier: The City of Tucson, AZ T Dollard / B Goodwin / L Kolach / R Bernard/ I Taber..of:th&city of Albany, being duly sworn, says that he/she is principal Clerk of THE TIMES UNION, a daily newspaper printed in the county of Albany, Town of Colonie, and Published in the County of Albany, Town of Colonie and the city of Albany, aforesaid and that notice of which a printed copy is annexed has been regulary published in the said ALBANY TIMES UNIOt' an the following dates 01-29-201--3 Sworn to before me, this Wednesday, January 30, 2013 JODI M I]Ulticl< NOTARY PUBLIC -STATE OF NEW YORl< . ic. 010U489804C Qualified in Albany County My Commission Expires October 19, 2013 The City of Tucson, AZ Is re- questing proposals from quali- fied and experienced firms to provide INFORMATION TECHNOLOGY SOLUTIONS (RFP No.130733), In order to be considered, the Offeror must complete and submit Its proposal to the Dept. of Pro- curement at the location indi- cated, by the exact date and time indicated In the solicita- tion documentation available a www.tucsonorocurement com PRE -PROPOSAL CONFER- ENCE: Tuesday, January 29, 2013 at 11:00 a.m. local time, City Hall, 7th Fl , Attorney's Conference Rm., Tucson, AZ. PROPOSAL DUE DATE: TUESDAY, FEBRUARY 12, 2013 AT 4:00 P.M. LOCAL TIME. Contact Nathan Daou a Nathan.daou @tucsonaz.aov. Notary Public Albany County END OF CITY OF TUCSON, ARIZONA AWARD RECOMMENDATION PROPOSAL EVALUATION SHEETS PROOF OF ADVERTISEMENT THE CONTRACT City of Tucson Contract For Informational Technology Solutions Including desktops, notebooks, servers, software, peripherals and services With CDW Government LLC Effective: August 18, 2013 The following documents comprise the executed contract between the City of Tucson and CDW Government, LLC (CDW-G), effective August 18, 2013: I. Signed Offer and Acceptance II. Final 3gotiated Terms and Conditions III. CLW-G's Response to the Request for Proposal IV. The Terms and Conditions of the Request for Proposal, incorporated by reference CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 25 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 OFFER AND ACCEPTANCE OFFER TO THE CITY OF TUCSON: The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and amendments in the Request for Proposal which is incorporated by reference as if fully set forth herein. CDW Government LLC Company Name 230 N Milwaukee Ave Address Vernon Hills IL City State Zip 60061 Signature of Peron Authorized to Sign Tara K. Barbieri Printed Name Director, of Program Sales Title For clarification of this offer, contact: Name: Larissa Newman Title: Proposal Specialist Phone: 866,259.0569 Fax: 312.752.4078 E-mail: Iarinew@cdw.com ACCEPTANCE OF OFFER The Offer is hereby accepted. The Contractor is now bound to sell the materials or services specified in the Contract, This Contract shall be referred to as Contract No, 1 3 0 7 3 3 . Approved as to form this .3( day of - As Tucson City Attort y and not personally , 2013. CITY OF TUCSON, a municipal corporation Awarded this:, kJ-- day of may - - , 2013. Marcheta illespie, C M,,JlCPPO, CPPB, CI As Interim Director ofcu?rement and not personally Negotiated Terms and Conditions CDW-G hereby acknowledges that the terms and conditions contained within this •document accurately reflect the terms and conditions that were negotiated and mutually agreed up by the City of Tucson and CDVV-G. Further, CDVV-G acknowledges that these terms and conditions will govern any contract that results from RFP #130733. Concurrence: Scope of Work 7. Except for certain products that are uniquely customized to City specifications, which shall be indicated at the time of Quote, all defective products shall be identified within thirty (30) days of receipt and will then be replaced and exchanged by the Contractor. The cost of transportation, unpacking, Inspectiont re -packing, re -shipping or other like expenses Shall be paid by the Contractor. All teplacernent products Must be received by the City within seven (7) days of initial notification. Uniquely customized products are typically indicated by the inclusion of the designation UCTO, "BTO" or "Customer's Name" in the product description of the item. When providing a quote for products that are uniquely customized to City specifications, Contractor shall include the following statement on the quote: "This quote contains a custom item. This item may not be able to be returned, depending on manufacturer restrictions" Special Terms and Conditions 1, COOPERATIVE PURCHASING: Any Contract resulting from this solicitation shall be for the use of the City of Tucson. In addition, public and nonprofit agencies that have entered into a Cooperative Purchasing Agreement with the City of Tucson's Department of Procurement are eligible to participate in any subsequent Contract. See http://www.tucsonprocurement.comicoop_partners.aspx and click on Cooperatives for a list of the public and nonprofit agencies that have currently entered into Cooperative Purchasing Agreement with the City of Tucson. Additionally, this contract is eligible for use by the Strategic Alliance for Volume Expenditures (SAVE) .codPerative. See httpliwwW.maricopagoviMaterials/PubDocumentsiSAVE-members.pdf for a listing of participating agencies. The parties agree that these lists are subject to change. Any orders placed to, or services required from, the successful Contractor(s) will be requested by each participating agency. Payment for purchases made under this agreement will be the sole responsibility of each participating agency. The Contractor may negotiate additional expenses incurred as a result of participating agencies' usage of this contract (i.e., freight charges, travel related expenses, etc.). The City shall not be responsible for any disputes arising out of transactions made by others. The Contractor(s) will ,provide an electronic copy of the complete Contract to the City of Tucson Department of Procurement upon receipt of the Notice of Intent to Award. At the City's request, the successful Contractor(s) may also be requested to provide an electronic copy of the complete Contract to a participating agency. Negotiated Terms and Conditions for RFP #130733 Page 1 of 10 2. FOB DESTINATION FREIGHT PREPAID`: Prices shall be FOB Destination Freight Prepaid to .the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor. All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the Contractor in arranging for inspection. If the City provides the .Supplier with the City's carrier account number or selects a carrier other than a :carrier that regularly ships for the Supplier, title to products and risk of loss or damage during shipment pass from the Supplier to the City upon delivery to the carrier and the customer shall pay for the shipping charges :(F.O.B. Origin, freight collect). Notwithstanding the foregoing, title to software will remain with the applicable licensor(s) and the City's rights therein are contained in the license agreernent between such licensor(s) and the City. 3. PAYMENTS: All payments made by the City of Tucson for goods or services will be made to the vendor named on the Offer and Acceptance form: If you do not wish payment to be made to that address, you must submit an attached sheet indicating the proper mailing address with this bid. 4. RIGHT TO TERMINATE FOR CHANGE IN OWNERSHIP OR MATERIAL RESTRUCTURE OF THE CONTRACTOR: in addition to Termination of Contract, in the Standard Terms and Conditions section of this solicitation and resulting contract, the City reserves the right to cancel the whole or park of this contract within 60 days written notice of the completion of any material 'change of ownership in the Contractors company, including its sale1 merger, consolidation or dissolution. 5. FEDERAL, .STATE AND LOCAL TAXES, LICENSES AND PERMITS: The Supplier shall comply with all Federal, State, and local licenses and permits required for the operation of the business conducted by the Supplier as applicable to this Contract. The Supplier shall, at no expense to .the City, National IPA, or other Participating Agencies, procure and keep in force during the entire period of the Agreement all such permits and licenses. 6. PRICE ADJUSTMENT: The .City will review fully documented requests for price adjustment after any Contract has been in effect for one (1) year. Any price adjustment will only be made at the time of Contract renewal and/or extension and will be a factor in the extension review process.. The City .will. determine whether the requested price adjustment or an alternate option, is in the best interest of the City. Any price adjustment willbe effective .upon the effective date of the Contract extension. 7. TERM AND RENEWAL:: The term of the Contract shall commence upon award or August 18, 2013, whichever is later, and shall remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The Contractor agrees that the City of Tucson shall have the right, at its sole option, to renew the Contract for four (4) additional One-year periods or portions thereof. In the event that the City exercises such rights, all terms, conditions and provisions of the original Contract shall remain the same and apply during the renewal period with the possible exception of price and minor scope additions and/or deletions. Negotiated Terms and Conditions for RFP #130733 Page 2 of 10 Standard Terms and Conditions I. ADVERTISING: Contractor shall not advertise or publish information concerning this Contract.without prior written consent of the City's Director of Procurement. 2, AFFIRMATIVE ACTION: Contractor shall abide by the provisions of the Tucson Procurement Code Chapter 28,.Article XIi, 3. AMERICANS WITH DISABILITIES ACT: The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101, et seq.) and applicable Federal regulations under the Act. 4, APPLICABLE LAW: This Contract shall be governed, and the City and Contractor shall have all remedies afforded to each, by the Tucson Procurement Code and the law of the State of Arizona. State law claims shall be brought only in Pima County Superior Court. 5. ASSIGNMENT -DELEGATION: No right or interest in this Contractshall be assigned by the Contractor without prior written permission of the City, and no delegation of any duty of the Contractor shall be made without prior written permission of the City's Director of Procurement The City shall not unreasonably withhold approval and shall notify the Contractor of the City's position by written notice. 6. CERTIFICATION OF COMPLIANCE WITH. A.R.S. SEC._35-393 ET SEQ.: By signing this contract,- the Contractor certifies that it does not have scrutinized business operations in Iran as required by A.R.S. sec. 35-393 et seq. If the City determines that the Contractor has submitted a false certification, the City may impose remedies as provided in the Tucson Procurement Code up to and including termination of this contract i_ CHILD/SWEAT-FREE LABOR POLICY: The Contractor shall comply with all applicable provisions of the United States Federal andState Child Labor and Worker's Right laws and agrees if called upon to affirm in writing, that they, and any subcontractor involved in the provision of goods to the City, are in compliance. 8. CLEAN UP: The Contractor shall at ail times keep the contract area, including storage areas used by the Contractor, free from accumulation of waste material or rubbish and, prior to completion of the work, remove any of its rubbish from the premises and all tools, scaffolding, equipment and materials that are the property of the Contractor. Upon completion of the repair, the Contractor shall leave the work and premises in the same condition as before thw Work began, excepting normal wear and tear..; 9, COMMENCEMENT OF WORK: The Contractor is cautioned hot to commence any billable work Or provide any material or service under this Contract until Contractor receives purchase order or is otherwise directed to do so, in writing, by the City: 10. CONFIDENTIALITY OF RECORDS: The Contractor shall establish and maintain procedures and controls that are acceptable to the City for the purpose of assuring that no information contained in its records or obtained from the City or from others in carrying out its functions under the Contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties Under the Contract. Persons requesting Such information should be referred to the City. information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the City. Negotiated Terms and Conditions for RFP #130733 Page 3 of 10 11. CONTRACT AMENDMENTS: The Procurement Department has the sole authority to: A. Amend the contract or enter into supplemental verbal or written agreernents; B. Grant time extensions or contract renewals; C. Otherwisemodify the scope or terms and provisions of the contract. This Contract shall only be modified With the .approval of the Department of Procurement, Except in the case of a documented emergency, approval must be granted prior to performance. Any contract modification not explicitly approved by the Procurement Department through a written contract amendment or change order is performed at the sole risk of the Contractor and may not be eligible for payment by the City. 12. CONTRACT: The Contract shall be based upon the Request for Proposal issued by the City and the Offer submitted by the Contractor in response to the Request for Proposal. The offer shall substantially conform to the terms, conditions, specifications and other requirements set forth within the text of the Request for Proposal. The City reserves the right to clarity any contractual terms with the concurrence of the Contractor; however, any substantial non -conformity in the offer, as determined by the City's Director of Procurement, .shall be deemed non -responsive and the offer rejected. The Contract shall contain the entire agreement between the City of Tucson and the Contractor relating to this requirement and shall prevail over any and ail previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form, 13. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL. BREACH: Contractor Shall deliver conforming materials in each installment or lot ef this Contract and may not .substitute nonconforming Materials. Delivery of nonconforming materials, or default of any nature, may constitute breach of the Contract, Noncompliance may be deemed a cause for possible Contract termination. 14. DUPLEXED/RECYCLED PAPER: In accordance with efficient resource procurement and utilization policies adopted by the City of Tucson, the Contractor shall ensure that, whenever practicable, all printed materials produced by the Contractor in the performance of this Contract are duplexed (two-sided copies), printed on recycled paper and labeled as such. 15. EXCLUSIVE POSSESSION: Except as. otherwise set forth in a Statement of Work for Services: (i) upon payment in full, Contractor assigns to the City of Tucson Contractor's entire right (including copyright)., title and interest in and to the Deliverables (meaning any materials specifically and uniquely created and prepared by Contractor pursuant to this Agreement and identified by the capitalized term, Deliverable, in the :applicable Statement of Work); and (it) the City of Tucson grants to Contractor an exclusive (except as to the City of Tucson), reyalty-free, perpetual, irrevocable and, fully paid license to create, develop, use, and distribute works that are based upon or derived from the Deliverables, including works that are similar in function, structure, sequence, or organization, so long as such works do not contain the City of Tucson's Confidential Information. As between the City of Tucson and Contractor, Contractor will retain all right, title and interest in and to Pre-existing Work (meaning materials and work product, including all intellectual property rights therein, that existed prior to the creation of the Deliverable(s) and that were not, prior to Contractor's commencement of the Services, already owned by the City of Tuoson). The City of Tucson's sole right to Pre-existing Work will be, upon payment in full, a non -transferable, non-exclusive, royalty -free, perpetual, irrevocable and fully paid license to use the Pre- existing Work only for the City of Tucson's internal use and only to the extent that it is incorporated into the Deliverables. The foregoing license does not authorize the City of Tucson's to use Pre-existing Work separately from the Deliverables, The City of Tucson's further acknowledges and agrees that its right to Negotiated Terms and Conditions for RFP #130733 Page 4 of 10 use the Deliverables containing any third party intellectual property rights may be subject to the rights of third parties and limited by agreements with such third parties. le. FEDERAL IMMIGRATION LAWS AND REGULATIONS: Contractor warrants that it complies with all Federal Immigration laws and regulations that relate to its employees and complies with A.R.S. § 23- 214(A) and that it requires the same compliance of all subcontractors under this Contract Contractor acknowledges that pursuant to A.R.S. § 41-4401 and effective September 30, 2008, a breach of this warranty is a material breach of this Contract subject to penalties up to end including termination of this Contract, The City retains the legal right to audit the records of the Contractor and inspect the papers of any employee who works for the Contractor to ensure compliance with this warranty and the Contractor shall assist in any such audit. The Contractor shall include the requirements of this paragraph in each contract with subcontractors under this ContraCt. if the Contractor or subcontractor warrants that it has complied with the employment verification provisions prescribed by sections 274(a) and 274(b) of the Federal Immigration and Nationality Act and the E-verify requirements prescribed by A.R.S. § 23-214(A), the Contractor or subcontractor shall be deemed to be in: compliance with this provision. The City may request proof of such compliance at any tine during the term of this Contract by the Contractorand any subcontractor. 17. FORCE IVIAJEURE: Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to the extent that such party's performance of this Contract is prevented by reason of Force Majeure. The term "Force Majeure" means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Force Majeure shall not include late performance by a subcontractor unless the delay arises out of a Force Majeure occurrence in accordance with this Force Majeure term and condition, if either party is delayed at any time in the progress of the work by Force Majeure, the delayed party shall notify the other party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be hand -delivered or mailed certified -return receipt and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such delay to cease as Soon as practicable and shall notify the other party in writing when it has done so, The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract. 18. GRATUITIES; The City may, by written notice to the Contractor, terminate this Contract if it is found that gratuities, in the form of entertainment, gifts, meals or otherwise, were offered or given by the Contractor or any agent or representative of the Contractor, to any officer or empjoyee of the City amending, or the making of any determinations with respect to the performing of such contract. In the event this Contract is terminated by the City pursuant to this provision, the City shell be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the, gratuity. 19. HUMAN RELATIONS: Contractor shall abide by the provisions of the Tucson City Code Chapter 28, Article XIL 20. INDEMNIFICATION: To the fullest extent permitted by law, Contractor, its successors, assigns and guarantors, shall pay, defend, indemnify and hold harmless City of Tucson, its agents, representatives, officers, directors, officials and employees from and against all allegations, demands, proceedings, suits, actions, claims, damages, losses, expenses, including but not limited to, attorney fees, court costs, and Negotiated Terms and Conditions for RFP #130733 Page 5 of 10 the cost of appellate proceedings, and all claim adjusting and handling expense, related to, arising from or out of or resulting from any actions, acts, errors, mistakes or omissions caused in whole or part by Contractor relating to work, services and/or products provided in the performance of this Contract, including but not limited to, any Subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable and any injury or damages claimed by any of Contractor's and Subcontractor's employees. Infringement Indemnity by Contractor To the eXtent a Party becomes aware, such Party shall promptly and fully notify the other Party of any Claim by any third party asserting that the Use by City or an Authorized User of the Licensed Material infringes or is likely to infringe the Intellectual Property Rights of such third party. Contractor will defend, indemnify and hold harmless City, Authorized Users, and City's directors, officers, employees and agents (collectively, "City Indemnified Parties") from any and all Losses arising from any such Claim, provided that Contractor shall have no obligations to City or City Indemnified Parties under this Paragraph 20 or otherwise, and in such cases, Additional Obligation of Contractor Subjett to the forgoing provisions, in the event that any infringement Clam is initiated against Contractor or a City Indemnified Party, dr in CIDW-G's sale opinion is likely to be initiated for the Contractor is liable in terms of this Paragraph 20, then Contractor shall have the option, at its expense, to either: (a) modify or replace the infringing part of the Licensed Material so that such part is no longer infringing, provided that the functionality and performance of the Licensed Material continues to perform and operate at least in an equivalent manner and with equivalent functionality; or (b) procure for City, Permitted Affiliates, Authorized Users the right to continue using the infringing Licensed Material. In either case, Contractor shall act as promptly as possible and in a manner which will avoid unreasonable disruption to City's operations. If neither of options (a) and (b) under Section 9.2 is reasonably possible or effective, Contractor shall accept the return of the Licensed Material and terminate all rights and licenses granted to City under this Agreement and refund to City an amount equal to the unamortized balance of the License Fee paid by City under this Agreement, calculated on a straight line basis over a period of five years commencing on the Effective Date of this Agreement The provisions of this Paragraph 20 state Contractor's entire liability and City's sole remedies with respect to infringement. 21. INDEPENDENT CONTRACTOR: It is understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose. The Contractorshall not be entitled to compensation in the form of salaries, paid vacation or sick days by the City. The City of Tucson will not provide any insurance coverage tp the Contractor, including Worker's Compensation coverage. The Contractor Is advised that taxes, social security 'payments, and other withholdings shall not be withheld from a City payment issued under this Contract and that Contractor should make arrangements to directly pay such expenses. Negotiated Terms and Conditions for RFP #i 30733 Page 6 of 10 22. INSPECTION AND ACCEPTANCE: All material or service is stilled to final inspection; and acceptance by the City, except as noted in Defective Product, paragraph 7, Material or service failing to conform to the specificetions of this Contract shall be held at the Contractor's risk and may be returned to the Contractor. Any material or service shall be considered accepted by the City unless the City notifies the Contractor in writing within thirty (30) business days of delivery of the applicable material or service. If returned, all costs are. the responsibility of the •Contractor. Noncompliance may be deemed a cause for possible Contract termination. 23. INTERPRETATION -PAROLE EVIDENCE: This Contract is intended by the parties to be a final expression of their agreement and Es intended also as a complete and exclusive statement of the terms of this agreement No bourse of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in the Contract. Acceptance or consent in the course of performance under this Contract shall not be relevant to deterrnihe the meaning of this Contract even though the accepting or censenting party has knowledge of the nature of the performance and the opportunity to object. 24. LICENSES: Contractor shall maintain in current status all Federal, State, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract. 26. LIENS: AR materials, services, and other deliverables supplied to the City under this Contract shall be free of all liens other than the security interest.. Security interest shall extinguish upon full payment made by the City. Upon the City's request, the Contractor shall provide a formal release of all liens. 26. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of materials must fully comply with all provisions of this Contrad. If a tender is made which does not fully comply, this shall conform to the termination clause set forth within this document. 27. NON-EXCLUSIVE CONTRACT: Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the City of TilcSon. The City reserves the right to obtain like goods or services from another source when necessary. 28. OVERCHARGES BY ANTITRUST VIOLATIONS: The City maintains that, in actual practice, overcharges resulting from antitrust violations are borne by the purchaper, Therefore, to the extent permitted by law, the Contractor hereby assigns to the City any and all dialms for such overcharges as to the materials or services used to fulfill the Contract. 29, PAYMENT: The City's preferred method of payment is via credit card. The City will issue a Purchase Order and, in some cases, either provide a credit card for payment at the time of ordering or pay subsequent invoices by credit card upon receipt of goods or services in good order. However, not all City employees wjll possess a credit card and, therefore, the City reserves the right to Make payment by check as it deems necessary.. Unless payment is made by credit card ,at time of order or point of sale, a separate invoice shall be issued for each shipment of Materialor eervice performed, and no payment shall be issued prior to receipt of material or service and correct invoice. Negotiated Termsand Conditions forRFP #130733 Page 7 of 10 The City shall make every effort to process payment for the purchase of materiels or services within twenty-one (21) calendar deys after receipt of materials or services and a correct invoice. The Contractor's payment terms shall apply to all purchases and to all payment methods. 30. PROTECTION OF GOVERNMENT PROPERTY: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs) and grass) on City property. If the Contractor fails to do So and damages such property, the Contractor shall replace or repair the damage at no expense to the City, as determined and approved by the City's Director of Procurement, if the .Contractor fails or refuses to make such repair or replacement, the City and the Contractor will determine a cost and the Contractor shall be liable for the cost thereof, which may be either reimbursed by the Contractor or deducted from the Contrapt price, at the option of the Contractor. 31. PROVISIONS REQUIRED BY LAW: Each and every provision of law and any elauSe required by laW to be in the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any suoh provision is not inserted, or is not correctly inserted, then upon the application of either party the Contract shall be amended to make such insertion or correction. 32. RECORDS: Internal control over all financial transaotions related to this Contract shall be in accordance with Sound fiscal policies. The City may, at reasonable times and places, audit the books and records of the Contractor. Said audit shall be limited to verifying Contractor's compliance with this Contract. In the event the audit is performed by an independent third party, the party must execute Contractor's Standard Non -Disclosure AgreementContractor is not required to keep original documents and copies of relevant documents will suffice for the purposes of this provision. The audit must be conducted during regular business hoursat a Mutually agreeable time and upon reasonable advanced notice. 33. RIGHT TO ASSURANCE: Whenever one party to this Contract has reason to question, in good faith, the other party's intent to perform, the former party may demand that the other party eive a written assurance of this intent to perform. In the event that a demand is made and no written assurance is given within five (5) days, the demanding party may treat this failure as the other party's intent not to perform and as a cause for possible Contract termination. 34. RIGHT TO INSPECT: The City may, at reasonable times, and at the City's expense, inspect the place of business of a Contractor or subcontractor which is related to the performance of any Contract as awarded or to be awarded. 35. RIGHTS AND REMEDIES: No provision in this document or in the Contractor's proposal shall be construed, expressly or by implication, as a waiver by either party of any existing or future right and/or remedy available by few in the event of any claim, default or breach of centred. The failure of either party to insist upon the strict performance of any term or condition of the Contract, to exercise or delay the exercise of any right or remedy provided in the Contract or by law, or to accept materials or services required by this Contract or by law shall not be deemed a waiver of any right of either party to insist upon thestrict performance of the Contract. 36. SEVERABILITY: The provisions of this Contract are severable to the extent that any provision or application held to be invalid shall not affect any other provision or application of the Contract which may remain in effect without the valid provision or application. Negotiated Term S and Conditions for RFP #130733 Page 8 of 10 37. SHIPMENT UNDER RESERVATION PROHIBITED: No tender of a bill of lading shall operate as a tender of the materials, Non-compliance shall conform to the termination clause set forth within this document. 38. SUBCONTRACTS: Nosubcontract shall be entered into by the Contractor with :any other party to furnish any of the material/service specified herein without the advance written approval of the City's Director of Procurement, All subcontracts shall comply with Federal end State laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Contractor referred to herein. The Contractor is responsible for contract performance whether or not subcontractors are used. 39. SUBSEQUENT EMPLOYMENT: The City may terminate. this Contract without penalty or further obligation pursuant to A.R,S. Section .38-51 t if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Contract, on behalf of the City, is or becomes, at any time while the Contract or any extension' of the Contract is in effect, an employee of, or a contractor to, any other party to this Contract with respect to the subject matter of the Contract, Termination shall be effective when written notice from the City's Director of Procurement is received by the parties to this Contract, unless the notice specifies a later time. 40. TERMINATION OF CONTRACT: This Contract may be terminated at any time .by mutual written consent; or by the City, with or without cause, upon giving thirty (30) days written notice, The City, at its convenience, by written notice, may terminate this Contract, in whole .or in part. If this Contract is terminated, the City shall be liable only for payment under the payrnent provisions of this Contract for services rendered and accepted material received by the City before the effective date of termination. The City reserves: the right to terminate the whole or any part of this Contract due to the failure of the Contractor to carry out any term or condition of the Contract. The City will issue a written ten (10) day notice of default to the Contractor for acting or failing tip. act as specified in any of the following: in the reasonable opinion of the City, .the Contractor provides personnel that do not meet the requirements of the Contract; In the reasonable opinion of the City, the Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this Contract; In the reasonable opinion of the City, the Contractor attempts to impose personnel, materials;, products or workmanship of an unacceptable quality; The Contractor fails to furnish the required service and/or product within the tirrie stipulated in the Contract; In the reasonable opinion of the City, the Contractor fails to make progress in the performance of the requirements of the Contract; The Contractor gives the. City a positive indication that the Contractor will not or cannot perform to the requirements of the Contract. The Contractor shall have thirty (30) days from receipt of notice from the City to cure any default. Negotiated Terms and Conditions for RFP #130733 Page 0 of 10 Each payment obligation of the City created by this Contract is conditioned upon the availability of City, State and Federal funds that are appropriated or allocated for the payment of such an obligation. If funds are not allocated by the City and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the City at the end of the period for which funds are available. The City will endeavor to notify the Contractor in the event that continued service Will or may be affected by non -appropriation. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. 41. TITLE AND RISK•OF LOSS: The title and risk of loss of material or service shall not pass to the City until the City actually receives the material or service at the point of delivery, unless otherwise provided within this Contract 42. WARRANTIES: The City understands that the Contractor is not the manufacturer of the products purchased by the City hereunder and the only warranties offered are those of the manufacturer, not the Contractor or itS affiliates. In purchasing the products, the City is relying on the manufacturer's specifications only and is not relying on any statements, specifications, photographs or other illustrations representing the products that may be provided by the Contractor or its affiliates. THE CONTRACTOR AND ITS AFFILIATES HEREBY EXPRESSLY DISCLAIM ALL WARRANTIES EITHER EXPRESS OR IMPLIED, RELATED TO PRODUCTS, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTY OF TITLE, ACCURACY, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY MANUFACTURER'S VVARRANTY. In connection with the products, certain services, such as extended warranty service by manufacturers, are sold by the Contractor as a distributor or sates agent ("Third Party Services"). In the case of Third Party Services, the third party will be the party responsible for providing the services to the City and the City will look solely to the third party for any loss, claims or damages arising from or related to the provision of such Third Party Services.. The City hereby releases the Contractor and its affiliates from any and all claims arising from or relating to the purchase or provision of any such Third Party Services. Any amounts, including, but not limited to, taxes, associated with Third Party Services Which may be collected by the Contractor will be collected solely in the capacity as an independent sales agent Contractor warrants that all material or service delivered under this Contract shall conform to the specifications of this Contract, Mere receipt of shipment of the material or service specified and any inspection incidental thereto by the City shall not alter or affect the obligations of the Contractor or the rights of the City under the foregoing warranties. Additional warranty requirements may be set forth in this document. .NegOtiated Tents and .ConditiOns for RFP #130733 Page 10 Of 10 Information Technology Solutions including desktops, notebooks, servers, software, peripherals and services RFP# 103733 February 19th, 2013 CDW Government LLC 230 N. Milwaukee Ave. Vernon Hills, IL 60061 ORIGINAL WHO PEOPLE TIT' Qne CDW Way 230 N. Milwaukee Avenue Version Hille,11_60061 Phone: 647.466.$000 Fax: 641.419.6'2.00 Toll -free: 800.808.449 COWG.corniPeovieWhobatIT February 14, 201.3 City of Ti4Poo DePartroent of Pmcurement Attn: Nathan Daou 255Wa.6th FUR Tucson, AZ 6570i RE: CDW.G's response to In orrnation Technology Solations includi servers, softy/are, peripherals and services Dear Mr. Daou, desktops, notebooks, The City of Tucson(the City) and CDW Government (CpW•G) have a solid business relationship that spans more than 1.8 years. During this time, we have strengthened this relationship through our partnership vrith National IPA, making your contract One:that holds nationwide recognition. The City's initial projection for the contract's sales was a mere $25 million, annually. The contract currently generates sales neatly four times this forecast, totaling close to .$100 million in 2012. We feel a large part of this success is Our Mutual understanding .of the level of commitment it, takes make a contract successful. We Continue to Meet the City's minimum qualifiCations in the following ways. Full Range of IT Solution Products 'and Services. 'The City's contract is unique in its offering to member agencies in that our expansive portfolio provides a depth of product and services not often matched by a single manufacturer, resellers, or local vendors. 'We hold a long list of specializations. Certifications, and awards from many of the 1,000 different Manufacturers we work with. We also Ieverae our DEM relationships to gain pricing advantages for our customers, such as the cDW-0-explusive HP offering included in our proposed pricing. We pair our.0Ornplex product offering with a service portfcilid that is just as impressive, with over .1,606 of our own engineers dedicated to performing services. Strong National Presence, CD1/1)!G serves our customers with 43 locations throughout the US and Canada, 33 of these locations added since the contracts inception in 2008. We have nationwide recognition, with over 250,000 customers in all areas of pubhic and private sector. Additionally, in 2012 PbW ranked no: pi on Forbes' list of America's Largest Private Companies. Nationwide Distribution Capabilities. Agencies using 'the City's contract receive their products in an average 3-5 days from Our two Strategically located distribution CenterS. We ship most of credit approved In -Stock orders same day, with a 99.7% shipment accuracy. Demonstrated Sates Presence. We have Over 840 Account Managers dedicated to our CDW.G customers salone, with 65 Field Account Executives across: the country providing personal, onsite support. State of the Art Ordering and Billing .Capabilities. Users of the City's contract place their orders in the way that bait fits tneir needs. In addition to telephone, eine*, chat, and fax, purchasers can utilize -their user-friendly, buStornized wcbsites. Each site provides a plethora of tools, with their own CDOG Bxtranet page giving them the ability to create custom reports, manage assets, and retrieve invoices, among many other functiOnalities. We shall Continue to surpass the City's expectations into the second term of our agreement, and look forward to continuing the successful trend of the contract. If you have .any CuestiOns, please contact Proposal Specialist Larissa Newman at 866.259,0668 or latinevactiw.corn. , . Sincerely, 4/9170 Tara K. Barbieri Director, Program Sales Offer and Acceptance Form Amendment Copy of RFP Document A. Method of Approach Tab 1 Tab 2 Tab 3 Response to National IPA Cooperative Contract Tab 4 (Continued) Tab 5 B. Price Proposal Tab 6 C. Qualifications and Experience Tab 7 D. Technology Tab 8 Proposed Alternative Contract Language Tab 9 Appendix Tab 10 ffer and ccy°atancForm PEOPLE WHO GET IT CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO.1.30733 PAGE 25 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 /.FAX: (52Q) 791-4735 OFFER AND ACCEPTANCE OFFER TO THE CITY OF TUCSON: The Undersignedhereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and amendments in the Requestfor Proposal which is incorporated by reference es if fully set forth herein. CDW Government LLC Company Name 230 N Milwaukee Ave Address Ve non Hills. . .IL. 60061 City „_ .,, State Zip Signature of Person Authorized to Sign Tara K. Barbieri Printed Name Director, of Program Sales . Titie For clarification of this .offer, contact: Name: Larissa Newman Title Proposal Specialist Phone: 866.259.0569 Fax 312 752,4078 E-mail: la rinew@cdw.com ACCEPTANCE OF OFFER The Offer .is hereby accepted. The Contractor is now bound to sell the Materials or services specified in the Contract.. This Contract, shall be referred to as Contract No. CITY OF TUCSON,:a municipal corporation Approved as to form this day of , 2013. Awarded this . day of 2013. As Tucson City Attorney and not personally Marcheta Gillespie, C.P.M., CPPO, CPPB,GPM As lntenrn Director of Procurement and not personally mendment PEOPLE WHO GET IT CITY OF TU•CSON DEPARTMENT OF PROCUREIVIENT REQUEST FOR PROPOSAL NO. 130733 INFORMATION TECHNOLOGY SOLUTIONS inclUcting DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES AMENDMENT NO. 1 (ONE) The referenced 'document has been modified as per the attached Amendment No. I (ONO. Please sign this Amendment .iitehere designated and return the executed copy with the submission of your proposal: This amendment is hereby made part of the referenced proposal as though fully set forth therein, Any questions regarding this amendment should be addressed to NATHAN DAOU. N DI§Wb CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 5 PEOPLE WHO GET ir REQUEST FOR PROPOSAL AMENDMENT CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 P.O. BOX 27210, TUCSON, AZ 85726 ISSUE DATE: FEBRUARY 6, 2013 REQUEST FOR PROPOSAL NO. 130733 RFP AMENDMENT NO. 1 (ONE) PAGE NO. 1 OF 3 RFP DUE DATE: FEBRUARY 19, 2013 RESPONSIBLE CONTRACT OFFICER: NATHAN DAOU A SIGNED COPY OF THIS AMENDMENT MUST BE SUBMITTED WITH YOUR SEALED PROPOSAL. THIS REQUEST FOR PROPOSAL IS AMENDED AS FOLLOWS: INFORMATION TECHNOLOGY SOLUTIONS including DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES 1. The Proposal Due Date is hereby changed to February 19, 2013 at 4:00 PM Local Arizona Time. 2. Representatives from the following firms were in attendance at the Pre -Proposal Conference on January 29, 2012: Copper State Communications Leeshanok Network Solutions CDW Government Office Depot/Tech Depot Dell World Wide Technology, Inc. 3. Requests have been made to have the RFP document in Microsoft Word format, as opposed to Adobe PDF format. Therefore, the RFP document in Microsoft Word format is hereby attached to this amendment. 4. The first sentence of the second paragraph of Paragraph 5 (Pricing) of the Scope of Work section is hereby replaced with the following sentence: "Price discounts will be evaluated by applying the Vendor's discount to the prices listed on the verifiable price index." 5. Attachment A, the Revised Sample Items List is hereby replaced with the attached REVISED Attachment A. Offerors should fill out the REVISED Attachment A instead of the original Attachment A. 6. CLARIFICATIONS: The following questions have been received by the City. The questions, along with the City's responses are provided below: Is it acceptable to add lines to the price page under Group 11 (Services) to list hourly rates? . Yes. REQUEST FOR PROPOSAL AMENDMENT CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 P.O. BOX 27210, TUCSON, AZ 85726 ISSUE DATE: FEBRUARY 6, 2013 REQUEST FOR PROPOSAL NO. 130733 RFP AMENDMENT NO. 1 (ONE) PAGE NO. 2 OF 3 RFP DUE DATE: FEBRUARY 19, 2013 RESPONSIBLE CONTRACT OFFICER: NATHAN DAOU A SIGNED COPY OF THIS AMENDMENT MUST BE SUBMITTED WITH YOUR SEALED PROPOSAL. THIS REQUEST FOR PROPOSAL IS AMENDED AS FOLLOWS: Q: National IPA Exhibit A ("National IPA Response for National Cooperative Contract"), which is part of Attachment B to the RFP, states in Paragraph 3.3.B.iv that Supplier must provide a commitment to attend and participate with National IPA at national and supplier -specific trade shows, conferences and meetings. Do we have to participate in all meetings? If so, what are the event dates, details? A: National IPA and the awarded supplier(s) will work together to develop a marketing and communication strategy that is mutually agreed upon by both parties. The strategy will include identification of trade shows, conferences, meetings that will be beneficial to promotion of the awarded agreement. It is the expectation of National IPA that the awarded supplier(s) trade show strategy plan will include attendance and exhibition at the NIGP Annual Forum and NPI Annual Conference throughout the term of the agreement. Regional conferences and industry -specific events will be discussed and agreed upon during marketing strategy planning after the award is made. Q: National IPA Exhibit A ("National IPA Response for National Cooperative Contract"), which is part of Attachment B to the RFP, states in Paragraph 3.3.B.vi that the Supplier must provide a plan for the design and publication of national and regional advertising in trade publications throughout the term of the Master Agreement. Please elaborate on what will minimally be expected of the Supplier in regards to this item. A: National IPA and the awarded supplier(s) will work together to develop a marketing and communication strategy that is mutually agreed upon by both parties. The strategy will include identification of advertising opportunities that will be beneficial to promotion of the awarded agreement. It is the expectation of National IPA that the awarded supplier(s) will include advertising as part of the overall marketing strategy in order to promote the awarded agreement. National IPA Exhibit A ("National IPA Response for National Cooperative Contract"), which is part of Attachment B to the RFP, states in Paragraph 3.3.K that the Supplier must state the amount of your company's Public Agency sales for the previous fiscal year, and that the Supplier must provide a list of your top 10 Public Agency customers. For this, is National IPA looking for any government client? What if a supplier does not have a way to segment our combined sales by vertical type? If a supplier does not have a way to segment their combined sales by vertical type, then the supplier should provide a total sales amount for all public agencies combined. National IPA is trying to understand the supplier's current sales in the public agency sector. REQUEST FOR PROPOSAL., AMENDMENT CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 K ALAMEDA, 6TH FLOOR, TUCSON, AZ .85701 P.O. BOX 27210, TUCSON, AZ 55726 ISSUE DATE: FEBRUARY 6, 2013 REQUEST FOR PROPOSAL NO, 130733 REP AMENDMENT NO. 1 (ONE) PAGE NO. 3 OF 3 RFP DUE DATE: FEBRUARY 19, 2013 RESPONSIBLE CONTRACT OFFICER: NATHAN DAOU A SIGNED COPY OF THIS AMENDMENT MUST BE SUBMITTED WITH YOUR SEALED PROPOSAL THIS REQUEST FOR PROPOSAL IS AlvigNDED'As FOLLOWS: THIS PAGE LEFT BLANK INTENTIONALLY ALL OTHER PRCIVISIONS OF THE REQUEST FOR PROPOSALSHALL REMAIN IN THEIR .ENTIRETY VENDOR HERM)? ACKNOWLEDGES RECEIPT AND UNDERSTANDING OF THE ABOVEAMENDMENT. .44 13/2013 Signature Date Tara K. Barbien/Director, Program Sales Typed Name and Tttle COWLavernmant LLC Company Nam Address Vernon Hills City IL State Zp 60061 re.iiisei 2/99 Co Y of F ocu nt PEOPLE WHO GET IT CITY OF TUCSON REQUEST FOR IPROP.OSAL REQUEST FOR PROPOSAL NUMBER: 130733 _ PROPOSAL DUE DATE: FEBRUARY -12, 2013 AT 400TIM E PROPOSAL SUBMITTAL LOCATION: DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 8111 FLOOR, TUCSON, AZ 85701 MATERIAL OR SERVICE: INFORMATION TECHNOLOGY SOLUTIONS INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPI-MRALS, AND SERVICES PRE -PROPOSAL CONFERENCE DATE: JANUARY29, 2013 TIME: 1100 A.M., LOCAL AZ TIME LOCATION: CITY HALL, ATTORNEY'S CONFERENCE ROOM 255 W. ALAMEDA, 7TH FLOOR, TUCSON, AZ 85701 CONTRACT OFFICER: NATHAN DAOU TELEPHONE NUMBER: (520) 837-4136 nathanclaougtucsonaz,gov A copy :of this Solicitation and possible future amendments may be obtained from our Internet site at: htto://www.tucsortorcourement.corril by selecting the Sid Opportunities link and the associated solicitation nUrnber, The: City does .not Mail out Notices Of available solicitationt via the U.S. Postal Service. Email notifications are sent to those interested offerors vvho are registered with us and who have selected email as their preferred delivery method, To register, please visit vonw.tucsonprocurement.com, click on Vendors, then click onr Vendor Registration. To Update an existing record, click on Vendors, click on What's New?, and read the soctiorr titled "Notice of Solicitations." You mayalso call (520)791-4217 if you. have questions. Competitive sealed proposals for the specified material or service shall be received by the Department of Procurement, 255W. Alameda, 6th Moor, Tucsob, Arizona 85701, until the .date and time cited. Proposals :must be in the actual possession of the Department of Procurement at the location indicated, on or prior to the exact date and time indicated above. Late proposals shall not be considered. The prevailing clock shall be the City Department of Procurement clock, Proposals -must be .submitted in a sealed envelope. The Request for Proposal number and the offeror's name and address should be clearly Indicated on the outside of the envelope, All proposals must be completed in ink or typewritten, Questions must be ,addressed to the Contract Officer listed above. ****ALERV*'" Effective April 9, 2012, the Tucson Modern Streetcar project WU begin the downtown streetcar construction and downtown streets wilf be affected until further netice. Please plan your route accordingly. For further information, please visit the Tucson Modern Streetcar website at htto://Www.tucsonstreetcar,cOm/ or call 52°- 624-5656. ND/swb PUBLISH DATE: JANUARY 22, 2013 CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 9 PEOPLE WHO GETIT CITY OF TUCSON REQUEST FOR PROPOSAL REQUEST FOR PROPOSAL NUMBER: 130733 PROPOSAL DUE DATE: FEBRUARY 12, 2013 AT 4:00 P.M. LOCAL AZ TIME PROPOSAL SUBMITTAL LOCATION: DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 MATERIAL OR SERVICE: INFORMATION TECHNOLOGY SOLUTIONS INCLUDING DESKTOPS, NOTEBOOKS, SERVERS, SOFTWARE, PERIPHERALS, AND SERVICES PRE -PROPOSAL CONFERENCE DATE: JANUARY 29, 2013 TIME: 11:00 A.M., LOCAL AZ TIME LOCATION: CITY HALL, ATTORNEY'S CONFERENCE ROOM 255 W. ALAMEDA, 7TH FLOOR, TUCSON, AZ 85701 CONTRACT OFFICER: NATHAN DAOU TELEPHONE NUMBER: (520) 837-4136 nathan.daou@tucsonaz.gov A copy of this solicitation and possible future amendments may be obtained from our Internet site at: http://www.tucsonprocurement.com/ by selecting the Bid Opportunities link and the associated solicitation number. The City does not mail out Notices of available solicitations via the U.S. Postal Service. Email notifications are sent to those interested offerors who are registered with us and who have selected email as their preferred delivery method. To register, please visit www.tucsonprocurement.com, click on Vendors, then click on Vendor Registration. To update an existing record, click on Vendors, click on What's New?, and read the section titled "Notice of Solicitations." You may also call (520) 791-4217 if you have questions. Competitive sealed proposals for the specified material or service shall be received by the Department of Procurement, 255 W. Alameda, 6th Floor, Tucson, Arizona 85701, until the date and time cited. Proposals must be in the actual possession of the Department of Procurement at the location indicated, on or prior to the exact date and time indicated above. Late proposals shall not be considered. The prevailing clock shall be the City Department of Procurement clock. Proposals must be submitted in a sealed envelope. The Request for Proposal number and the offeror's name and address should be clearly indicated on the outside of the envelope. All proposals must be completed in ink or typewritten. Questions must be addressed to the Contract Officer listed above. ****ALERT**** Effective April 9, 2012, the Tucson Modern Streetcar project will begin the downtown streetcar construction and downtown streets will be affected until further notice. Please plan your route accordingly. For further information, please visit the Tucson Modern Streetcar website at http://www.tucsonstreetcar.com/ or call 520- 624-5656. ND/swb PUBLISH DATE: JANUARY 22, 2013 CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 INTRODUCTION REQUEST FOR PROPOSAL NO. 130733 PAGE 2 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 The City of Tucson (the "City") is requesting proposals from firms qualified to provide Information Technology Solutions including desktops, notebooks, servers, software, peripherals and services, to be delivered F.O.B. destination to various locations though out the City of Tucson. Requirements and qualifications are defined in detail in the Scope of Work and Technical Requirements Section of this Request for Proposal (RFP). NATIONAL CONTRACT REQUIREMENTS The City, as the Principal Procurement Agency, as defined in Attachment B, has partnered with the National Intergovernmental Purchasing Alliance Company ("National IPA") to make the resultant contract ("Master Agreement") from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit ("Public Agencies"), through National IPA's cooperative purchasing program. The City is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with National IPA as a Participating Public Agency in National IPA's cooperative purchasing program. Attachment I contains additional information on National IPA and the cooperative purchasing agreement. With corporate, pricing and sales commitments from the Supplier, National IPA provides marketing and administrative support for the Supplier that directly promotes the Supplier's products and services to Participating Public Agencies though multiple channels, each designed to promote specific products and services to Public Agencies on a national basis. Public Agencies benefit from pricing based on aggregate spend and the convenience of a contract that has already been advertised and competed. The Supplier benefits from a contract that allows Participating Public Agencies to directly purchase goods and services without the Supplier's need to respond to additional competitive solicitations. As such, the Supplier must be able to accommodate a nationwide demand for services and to fulfill obligations as a nationwide Supplier and respond to the National IPA documents (Attachment B). The City, reserves the right to deem submissions that do not include a response to the National IPA documents as non -responsive. The City anticipates spending approximately $750,000 over -the full potential Master Agreement term for Informational Technology Solutions. While no minimum volume is guaranteed to the Supplier, the estimated annual volume of Informational Technology Solutions purchased under the Master Agreement through National IPA is approximately $100,000,000. This projection is based on the current annual volumes among the City, other Participating Public Agencies that are anticipated to utilize the resulting Master Agreement to be made available to them through National IPA, and volume growth into other Public Agencies through a coordinated marketing approach between the Supplier and National IPA. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 3 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 SCOPE OF WORK 1. QUALIFIED VENDORS: Offerors should meet the minimum qualifications: a) A full range of information technology solution products and services to meet varying requirements of governmental agencies. b) Have a strong national presence as a computer solutions provider. c) Have a distribution model capable of delivering products, free of charge, in a timely manner on a nationwide basis. d) Have a demonstrated sales presence. e) Ability to provide a toll -free telephone and state of the art electronic facsimile and Internet ordering and billing capabilities. Be able to meet the minimum requirements of the cooperative purchasing program detailed herein. 2. ORDERING: Although the City is open to alternate ordering methods, the primary methods for customers placing orders with the Contractor is through the following: a. Online b. Telephone c. Fax d. Email 3. DELIVERY REQUIREMENT: Contractor agrees to deliver all products to the desktop of the ordering customer. In many cases within the City, the Contractor may be asked to deliver all goods to the front counter within a given department. 4. SCOPE OF PRODUCTS: The intent of this solicitation is to establish a contract with the ability to purchase a comprehensive, wide variety of Information Technology Solution Products including but not limited to the following categories: a. Personal Computer Systems: National brand name desktop PCs, notebooks and laptops from Enterprise Tier and Middle Tier vendors that are business related computers, manufactured by companies, such as, Apple, COMPAQ, Dell, Gateway, Hewlett Packard, IBM / Lenovo and Toshiba. b. Standard Business Workstation: These will be used for typical tasks, which will include word processing, spreadsheet analysis, database management, business graphics, statistical analysis, internet, and other office automation activities. Product will include the operating system license, software media and documentation in the hardware shipment. c. High End Workstation: These will be used by application developers using GIS, CASE or other high level language development tools, Computer Aided Design and Drafting professional, Internet Application developers or other sophisticated application work. Product will include the operating system license, software media and documentation in the hardware shipment. d. Laptop Computer or Notebook: These will be used by traveling or remote access user for typical office automation and business productivity use. With a port replicator or docking station, it may also be used as a standard desktop. Product will include the operating system license, software media and documentation in the hardware shipment. e. Network Equipment: This includes equipment primarily used for communications over an IP network. This includes layer 2 and layer 3 switches, routers, area wireless access points, point-to-point wireless access, optics, media interfaces (i.e serial, T1, T3, OC3) and fiber channel. Class of equipment should include home office, small and medium business, and enterprise. Vendors may include, but not limited to, Cisco Systems, Dell, Juniper Networks, HP, Extreme Networks, Enterasys Networks, D-Link, Netgear, and Brocade Communications Systems. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 4 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 f. Monitors: These will include plug and play compatible monitors that are manufactured for the above systems and/or any other brand that may be specifically called for by the ordering entity and which meet the most current UL and OSHA requirements. g. Computer and Network Products and Peripherals: Complete availability of major manufacturers product lines on items such as, but not limited to RAM, graphic accelerator cards, network interface cards, cables, printers, scanners, keyboards, drives, memory cards, cables, batteries, etc. h. Services: Services such as cloud computing, consulting, technical support, leasing/financing, trade-ins, repair, design, analysis, configuration, implementation, installation, training and maintenance, etc. In addition, services which are related to the design, use or operation of the products being purchased such as system configurations, testing, hardware/software installation, upgrades, imaging, etc.. Note: All hardware should come assembled. For example, if extra memory, additional drives or peripherals are ordered, the Vendor must install them. i. Comprehensive Product Offering: Offeror's complete catalog and services offered shall be available. Each offeror awarded a contract under this solicitation may offer their complete product and service offering. Pricing for products and services must be entered on the appropriate section of the Price Page. The City reserves the right to accept or reject any or all items offered. 5. PRICING: Vendors shall provide a price in the format of a percentage discount off a verifiable price index. Vendors may submit discounts for various manufacturers. Discounts will remain firm and will include all charges that may be incurred in fulfilling requirement(s) for the twelve-month period following contract award. However, pricing may fluctuate as the price for the product changes with the verifiable pricing standard. Also, the "technology marketplace" is one of rapid change, with new products and revisions coming into the marketplace on a regular basis, it is required that a verifiable pricing formula or guaranteed discount matrix be included with response. In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period. In the event a product is discontinued, Vendor will provide a product of the same or greater functionality, utilizing the proposed discount structure. In addition, Vendor must notify the City in writing within 60 days of EOL (end of life) on all models. Award will be determined by applying the Vendor's discount to the prices listed on the verifiable price index. The City has provided various sample items on the Sample Item List (See Attachment A) for pricing evaluation purposes. Vendors are required to fill out the Sample Items List. It is the Vendor's responsibility to provide the City with an up-to-date price list for the duration of the contract. 6. AWARD: It is the City's intention that a single or limited number of awards will be made under this solicitation. 7. DEFECTIVE PRODUCT: All defective products shall be replaced and exchanged by the Contractor. The cost of transportation, unpacking, inspection, re -packing, re -shipping or other like expenses shall be paid by the Contractor. All replacement products must be received by the City within seven (7) days of initial notification. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 5 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION: For purposes of this solicitation and subsequent contract, the following definitions shall apply: City: The City of Tucson, Arizona Contract: The legal agreement executed between the City and the Contractor/Consultant. The Contract shall include this RFP document incorporated herein by reference, all terms, conditions, specifications, scope of work, Amendments, the Contractor's offer and negotiated items as accepted by the City. Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the City. Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract. Director of Procurement: The contracting authority for the City, authorized to sign contracts and amendments thereto on behalf of the City. May: Indicates something that is not mandatory but permissible. Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation. Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the City's sole discretion, result in the rejection of a proposal as non -responsive. Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended - information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information. 2. PRE -PROPOSAL CONFERENCE: If scheduled, the date and time of a Pre -Proposal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available, therefore attendance is encouraged. If an Offeror is unable to attend the Pre -Proposal Conference questions may be submitted in writing. Offerors are encouraged to submit written questions, via electronic mail or facsimile, at least five days prior to the Request for Proposal due date to the Contract Officer listed above. The purpose of this conference will be to clarify the contents of this Request for Proposal in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the City at this conference. The City will then determine the appropriate action necessary, if any, and may issue a written amendment to the Request for Proposal. Oral statements or instructions will not constitute an amendment to this Request for Proposal. 3. INQUIRIES: Any question related to the Request for Proposal shall be directed to the Contract Officer whose name appears above. An offeror shall not contact or ask questions of the department for whom the requirement is being procured. The Contract Officer may require any and all questions be submitted in writing. Offerors are encouraged to submit written questions via electronic mail or facsimile, at least five days prior to the proposal due date. Any correspondence related to a solicitation should refer to the appropriate Request for Proposal number, page and paragraph number. An envelope containing questions should be identified as such, otherwise it may not be opened until after the official proposal due date and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written amendment to the Request for Proposal will be binding. 4. AMENDMENT OF REQUEST FOR PROPOSAL: The Offeror shall acknowledge receipt of a Request for Proposal Amendment by signing and returning the document by the specified due date and time. 6. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a proposal, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a proposal will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. 6. PREPARATION OF PROPOSAL: A. All proposals shall be on the forms provided in this Request for Proposal package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered, B. At a minimum, your proposal should include the signed Offer and Acceptance form, signed copies of any solicitation amendments, completed Price Page and your response to all evaluation criteria. C. The Offer and Acceptance page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer and Acceptance page, Proposal Amendment(s), or cover letter accompanying the proposal documents shall constitute an irrevocable offer to sell the good and/or service specified herein. Offeror shall submit any additional requested documentation, signifying intent to be bound by the terms of the agreement. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 6 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 D. The authorized person signing the proposal shall initial erasure, interlineations or other modifications on the proposal. E. In case of error in the extension of prices in the proposal, unit price shall govern when applicable. F. Periods of time, stated as a number of days, shall be in calendar days. G. It is the responsibility of all offerors to examine the entire Request for Proposal package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing a proposal confers no right of withdrawal after due date and time. H. The City shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. I. Offeror must list any subcontractors to be utilized in the performance of the services specified herein. For each subcontractor, details on respective qualifications must be included. 7. PAYMENT DISCOUNTS: Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City's payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods. 8. TAXES: The City of Tucson is exempt from federal excise tax, including the federal transportation tax. 9. PROPOSAL/SUBMITTAL FORMAT: An original and 5 copies (6 total) of each proposal should be submitted on the forms and in the format specified in the RFP. Offerors shall also submit two electronic copies of the proposal on cd, disc or zip disc in MS Office 2003 or .pdf format. Any confidential information shall be submitted on a separate cd, disc or zip disc. The original copy of the proposal should be clearly labeled "Original" and shall be single -sided, three hole punched and in a binder. The material should be in sequence and related to the RFP. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer and Acceptance Form, all signed Amendments, a copy of this RFP document and the Offeror's response to the Evaluation Criteria including the completed Price Page. Failure to include the requested information may have a negative impact on the evaluation of the offeror's proposal. 10. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any Request for Proposal is an offer to contract with the City based upon the contract provisions contained in the City's Request for Proposal, including but not limited to, the specifications, scope of work and any terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the Request for Proposal cannot be modified without the express written approval of the Director or his designee. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Director or his designee, the contract provisions contained in the City's Request for Proposal shall prevail. 11. PUBLIC RECORD: All proposals submitted in response to this Request for Proposal shall become the property of the City and shall become a matter of public record available for review subsequent to the award notification. 12. CONFIDENTIAL INFORMATION: The City of Tucson is obligated to abide by all public information laws. If an Offeror believes that any portion of a proposal, offer, specification, protest or correspondence contains information that should be withheld, a statement advising the Contract Officer of this fact should accompany the submission and the information shall be so identified wherever it appears. The City shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection. 13. CERTIFICATION: By signature on the Offer and Acceptance page, solicitation Amendment(s), or cover letter accompanying the submittal documents, Offeror certifies: A. The submission of the offer did not involve collusion or other anti -competitive practices. B.The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law. C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer. D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 7 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 14. WHERE TO SUBMIT PROPOSALS: In order to be considered, the Offeror must complete and submit its proposal to the City of Tucson Department of Procurement at the location indicated, prior to or at the exact date and time indicated on the Notice of Request for Proposal page. The Offeror's proposal shall be submitted in a sealed envelope. The words "SEALED PROPOSAL" with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR'S NAME AND ADDRESS shall be written on the envelope. 15. LATE PROPOSALS: Late proposals will be rejected. 16. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the City requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the proposal due date and time. 17. WITHDRAWAL OF PROPOSAL: At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the proposal by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. 18. DISCUSSIONS: The City reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements. 19. CONTRACT NEGOTIATIONS: Exclusive or concurrent negotiations may be conducted with responsible offeror(s) for the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shall be accorded fair and equal treatment in conducting negotiations and there shall be no disclosure of any information derived from proposals submitted by competing offerors. Exclusive or concurrent negotiations shall not constitute a contract award nor shall it confer any property rights to the successful offeror. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified firm(s). 20. VENDOR APPLICATION: Prior to the award of a Contract, the successful offeror shall register with the City's Department of Procurement. Registration can be completed at http://www.tucsonprocurement.com/ by clicking on Vendor Services. Please note that email notifications of newly published solicitations and amendments will be provided to those vendors that select email as their preferred delivery method in their vendor record. 21. CITY OF TUCSON BUSINESS LICENSE: It is the responsibility of the Contractor to have a City of Tucson Business License throughout the life of this contract or a written determination from the City's Business License Section that a license is not required. At any time during the contract, the City may request the Contractor to provide a valid copy of the business license or a written determination that a business license is not required. Application for a City Business License can be completed at http://www.tucsonaz.gov/etax. For questions contact the City's Business License Section at (520) 791-4566 or email at tax-licensena tucsonaz.ciov. 22. UPON NOTICE OF INTENT TO AWARD: The apparent successful offeror shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract. 23. AWARD OF CONTRACT: Notwithstanding any other provision of the Request for Proposal, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all proposals, or portions thereof; or (3) reissue the Request for Proposal. A response to this Request for Proposal is an offer to contract with the City based upon the terms, conditions and Scope of Work contained in the City's Request for Proposal. Proposals do not become contracts unless and until they are executed by the City's Director of Procurement and the City Attorney. A contract has its inception in the award, eliminating a formal signing of a separate contract. All of the terms and conditions of the contract are contained in the Request for Proposal, unless any of the terms and conditions are modified by a Request for Proposal amendment, a Contract Amendment, or by mutually agreed terms and conditions in the Contract documents. 24. PROPOSAL RESULTS: The name(s) of the successful offeror(s) will be posted on the Procurement Department's Internet site at http://www.tucsonprocurement.com/ upon issuance of a Notice of Intent to Award or upon final contract execution. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 8 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 25. PROTESTS: A protest shall be in writing and shall be filed with the Director of Procurement. A protest of a Request for Proposal shall be received at the Department of Procurement not less than five (5) working days before the Request for Proposal due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include: A. The name, address, and telephone number of the protestant; B. The signature of the protestant or its representative; C. Identification of the Request for Proposal or Contract number; D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents; and E. The form of relief requested. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE9OF26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 PROPOSAL EVALUATION REQUIREMENTS I. PROPOSAL EVALUATION CRITERIA — (listed in relative order of importance) A. Method of Approach B. Price C. Qualifications and Experience D. Technology 11. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following: A. Method of Approach 1 Provide a response to the national program. a. Include a detailed response to Attachment B, Exhibit A, National IPA Response for National Cooperative contract. Responses should demonstrate a strong national presence, describe how offeror will educate its national sales force about the contract, describe how products and services will be distributed nationwide, include a plan for marketing the products and services nationwide, and describe how volume will be tracked and reported to National IPA. b. The successful offeror will be required to sign Attachment B, Exhibit B, National IPA Administration Agreement. Offerors should have any reviews required to sign the document prior to submitting a response. Offeror's response should include any proposed exceptions to the National IPA Administration Agreement. 2. Provide a description of the product lines that can be provided by your firm. 3. Provide a description of the services that can be provided by your firm. 4. Describe how your firm proposes to distribute the products/services nationwide. 5. Identify all other companies that will be involved in processing, handling or shipping the products/service to the Participating Agencies. Include any subsidiaries that may include product or service under the Contract. 6. Provide the number, size and location of your firm's distribution facilities, warehouses and retail network as applicable. 7. State any return and restocking policy, and any fees, if applicable associated with returns. 8. Describe your invoicing process. Is electronic invoicing available? Is summary invoicing available? Are there other options on how an agency receives an invoice? 9. Describe your delivery commitment: a. What is your fill rate guarantee? b. What are your delivery days? c. Do you offer next day delivery? d. How do you facilitate emergency orders? e. Are shipping charges exempt for ALL who use this contract? f. Describe how problems (such as a customer ordering a wrong product or a customer receiving a defective product; etc.) are resolved. 10. Describe the types of customer service available to agencies that use this contract: CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 10 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 a. Is online support available? b. Is phone support available? c. Can agencies request a dedicated service representative and/or a dedicated service team? If a dedicated customer service representative and/or team are assigned, what types of services does the representative/team provide? How do you help the customer manage our account? d. How are problems resolved? e. What are the location and hours of your call centers? f. What response time is guaranteed when a customer service request is made? g. Do you measure/track the success of your customer service program? If so, how do you do this, and what are your findings? 11. Describe the warranty period of products. Submit information on your warranty program. 12. Describe how your firm will notify customers of new products. 13. Describe how your firm notifies customers of discontinued products? 14. Describe if technical support questions are handled the same way as a customer service request? If not, describe the type(s) of technical support available, the location of technical support, and the hours of technical support. 15. Describe the proposed verifiable pricing formula or guaranteed discount matrix for new products introduced. 16.Describe what other services you offer that would be applicable to this contract (e.g., leasing/financing, services, maintenance, implementation, design, analysis, training, repair, etc.) B. Price Proposal 1. Provide price proposal as requested on the Price Page attached herein. In addition to indicating your proposed discounts on the Price Page, you must also apply those discounts to the sample items in the Sample Items List in Attachment A. 2. Propose and provide details of additional discounts or rebates for volume orders, special manufacturers' offers, free goods program, total annual spend, etc. 3. As stated in the Instructions to Offerors, 7. Discounts, the price(s) herein can be discounted by %, if payment is made within days. These payment terms shall apply to all purchases and to all payment methods. 4. Will payment be accepted via commercial credit card? Yes No a. If yes, can commercial payment(s) be made online? Yes No b. Will a third party be processing the commercial credit card payment(s)? Yes No c. If yes, indicate the flat fee per transaction $ (as allowable, per Section 5.2.E of Visa Operating Regulations). d. If "no" to above, will consideration be given to accept the card? Yes No 5. Does your firm have a City of Tucson Business License? Yes No If yes, please provide a copy of your City of Tucson Business license. C. Qualifications and Experience 1. Provide a brief history and description of your firm. Discuss firm's national presence in the IT solutions industry. 2. Provide the total number and location of sales persons employed by your firm. 3. Provide the number and location of support centers (if applicable). 4. Provide your firm's annual sales for 2009, 2010, and 2011. 5. Please submit your FEIN and Dunn & Bradstreet report. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 11 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 6. Provide a summarization of your experience in performing work similar to that outlined in this solicitations. Provide a minimum of three references for which your firm has provided the same solution (please include company name, address, contact person, phone number, email address and dates of service). References from other public agencies, particularly municipal governments, are preferred. 7. Provide resumes and three references (preferably from the public sector) for the primary customer service representative(s). Resume(s) shall include their title within the organization, a description of the type of work they would perform, the individuals' credentials, background, years of experience and relevant experience, etc. References shall include the contact's name, phone number, email, position, organization, and the work which the Offeror performed for the reference. 8. Provide information regarding if your organization ever failed to complete any work awarded. 9. Provide information regarding if your firm, either presently or in the past, has been involved in any litigation, bankruptcy, or reorganization. D. Technology 1. Describe your website and the ease -of -use for customers to perform the following types of tasks: a. to search for products b. to find alternate products (if a certain product is not available) c. to perform side -by -side price comparison of products d. to order products e. to order products in advance (i.e., how far in advance of required delivery date can an order be placed?) f. to track order status, to include backordered items g. to determine when an item was received and who received it h. to restrict/block the ordering of certain line items and to restrict/block the ordering of groups i. to create approval paths/levels for orders, to include creating an approval path for restricted items j. to create a "favorites" list or other personalized list of frequently ordered items k. to create a "shared" list for an agency to use I. to obtain online customer service m. to receive online training n. to accept credit card payment (and describe the level of data offered; also describe your security measures for credit card orders) o. to track their budget for purchases p. to generate reports 2. Describe additional functionality offered by your website. Provide screen shots, a demo "CD," a demo URL, a manual, etc., or any other format that will aid the City in our evaluation of your website. 3. Describe any national awards and/or other recognition that your website has received. 4. Describe the hours your website is available? What are your hours of downtime, such as for system maintenance? 5. Does your website offer real time product availability? 6. Does your website offer order size incentives? For example, if an order reaches a certain amount, is there a discount that is offered and, if so, how is that conveyed to the customer? 7. Describe the types of email confirmations that your website generates. What events trigger an email going to the customer? CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 12 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 8. Describe the registration process to set up new customers for your online ordering process. Is self -registration available? If an agency does not want self -registration, are you available to assist in the registration process? 9. Describe if your website can be customized for an agency's specific needs, such as placing our logo on your website, associating an agency blanket purchase order number on all orders, creating a bulletin board or other place to display customized messages, displaying approved configurations, naming certain fields (Le., user defined fields), etc. 10. Describe the types of online reporting that are available. Is customized reporting available? 11. Describe your online return process (if available). 12. Describe any third -party integration that you have successfully implemented. For example, is your website integrated with any third -party procurement, financial, or purchasing/credit card systems? 13. Describe your strategic vision for your website — i.e., Is new functionality expected to be added? If so, describe the functionality and the timeline for implementation. How often is the web redesigned? As technology evolves (for example, new search engines are more robust), does your website evolve, too? Etc. itt. GENERAL A. Shortlist: The City reserves the right to shortlist the offerors on the stated criteria. However, the City may determine that shortlisting is not necessary. B. Interviews: The City reserves the right to conduct interviews with some or all of the offerors at any point during the evaluation process. However, the City may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The City shall not reimburse the offeror for the costs associated with the interview process. C. Additional Investigations: The City reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. D. Prior Experience: Experiences with the City and entities that evaluation committee members represent and that are not specifically mentioned in the solicitation response may be taken into consideration when evaluating offers. E. Multiple Awards: To provide adequate contract coverage, at the City's sole discretion, multiple awards may be made. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 13 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 SPECIAL TERMS AND CONDITIONS 1. COOPERATIVE PURCHASING: Any Contract resulting from this solicitation shall be for the use of the City of Tucson. In addition, public and nonprofit agencies that have entered into a Cooperative Purchasing Agreement with the City of Tucson's Department of Procurement are eligible to participate in any subsequent Contract. See http://www.tucsonprocurement.com/coop partners.aspx and click on Cooperatives for a list of the public and nonprofit agencies that have currently entered into Cooperative Purchasing Agreements with the City of Tucson. Additionally, this contract is eligible for use by the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.maricopa.gov/Materials/PubDocuments/SAVE-members.pdf for a listing of participating agencies. The parties agree that these lists are subject to change. Any orders placed to, or services required from, the successful Contractor(s) will be requested by each participating agency. Payment for purchases made under this agreement will be the sole responsibility of each participating agency. The Contractor may negotiate additional expenses incurred as a result of participating agencies' usage of this contract (i.e., freight charges, travel related expenses, etc.). The City shall not be responsible for any disputes arising out of transactions made by others. The Contractor(s) will provide an electronic copy of the complete Contract to the City of Tucson Department of Procurement upon receipt of the Notice of Intent to Award. At the City's request, the successful Contractor(s) may also be requested to provide an electronic copy of the complete Contract to a participating agency. 2. FOB DESTINATION FREIGHT PREPAID: Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor. All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the Contractor in arranging for inspection. 3, . PAYMENTS: All payments made by the City of Tucson for goods or services will be made to the vendor named on the Offer and Acceptance form. If you do not wish payment to be made to that address, you must submit an attached sheet indicating the proper mailing address with this bid. 4. RIGHT TO TERMINATE FOR CHANGE IN OWNERSHIP OR MATERIAL RESTRUCTURE OF THE CONTRACTOR: In addition to Termination of Contract, in the Standard Terms and Conditions section of this solicitation and resulting contract, the City reserves the right to cancel the whole or part of this contract within 60 days written notice of the completion of any material change of ownership in the Contractor's company, including its sale, merger, consolidation or dissolution. 5. FEDERAL, STATE AND LOCAL TAXES, LICENSES AND PERMITS: The Supplier shall comply with all Federal, State, and local licenses and permits required for the operation of the business conducted by the Supplier as applicable to this Contract. The Supplier shall, at no expense to the City, National IPA, or other Participating Agencies, procure and keep in force during the entire. period of the Agreement all such permits and licenses. 6. PRICE ADJUSTMENT: The City will review fully documented requests for price adjustment after any Contract has been in effect for one (1) year. Any price adjustment will only be made at the time of Contract renewal and/or extension and will be a factor in the extension review process. The City will determine whether the requested price adjustment or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the effective date of the Contract extension. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 14 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 7. TERM AND RENEWAL: The term of the Contract shall commence upon award or August 18, 2013, whichever is later, and shall remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The Contractor agrees that the City of Tucson shall have the right, at its sole option, to renew the Contract for four (4) additional one-year periods or portions thereof. In the event that the City exercises such rights, all terms, conditions and provisions of the original Contract shall remain the same and apply during the renewal period with the possible exception of price and minor scope additions and/or deletions. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 15 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 STANDARD TERMS AND CONDITIONS 1. ADVERTISING: Contractor shall not advertise or publish information concerning this Contract without prior written consent of the City's Director of Procurement. 2. AFFIRMATIVE ACTION: Contractor shall abide by the provisions of the Tucson Procurement Code Chapter 28, Article XII. 3. AMERICANS WITH DISABILITIES ACT: The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101, et seq.) and applicable Federal regulations under the Act. 4. APPLICABLE LAW: This Contract shall be governed, and the City and Contractor shall have all remedies afforded to each, by the Tucson Procurement Code and the law of the State of Arizona. State law claims shall be brought only in Pima County Superior Court. 5. ASSIGNMENT -DELEGATION: No right or interest in this Contract shall be assigned by the Contractor without prior written permission of the City, and no delegation of any duty of the Contractor shall be made without prior written permission of the City's Director of Procurement. The City shall not unreasonably withhold approval and shall notify the Contractor of the City's position by written notice. 6. CERTIFICATION OF COMPLIANCE WITH A.R.S. SEC. 35-393 ET SEQ.: By signing this contract, the Contractor certifies that it does not have scrutinized business operations in Iran as required by A.R.S. sec. 35-393 et seq. If the City determines that the Contractor has submitted a false certification, the City may impose remedies as provided in the Tucson Procurement. Code up to and including termination of this contract. 7. CHILD/SWEAT-FREE LABOR POLICY: The Contractor shall comply with all applicable provisions of the United States Federal and State Child Labor and Worker's Right laws and agrees if called upon to affirm in writing, that they, and any subcontractor involved in the provision of goods to the City, are in compliance. 8. CLEAN UP: The Contractor shall at all times keep the contract area, including storage areas used by the Contractor, free from accumulation of waste material or rubbish and, prior to completion of the work, remove any rubbish from the premises and all tools, scaffolding, equipment and materials not property of the City. Upon completion of the repair, the Contractor shall leave the work and premises in clean, neat and workmanlike condition. 9. COMMENCEMENT OF WORK: The Contractor is cautioned not to commence any billable work or provide any material or service under this Contract until Contractor receives purchase order or is otherwise directed to do so, in writing, by the City. 10. CONFIDENTIALITY OF RECORDS: The Contractor shall establish and maintain procedures and controls that are acceptable to the City for the purpose of assuring that no information contained in its records or obtained from the City or from others in carrying out its functions under the Contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the City. Information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the City. 11. CONTRACT AMENDMENTS: The Procurement Department has the sole authority to: A. Amend the contract or enter into supplemental verbal or written agreements; B. Grant time extensions or contract renewals; C. Otherwise modify the scope or terms and provisions of the contract. This Contract shall only be modified with the approval of the Department of Procurement. Except in the case of a documented emergency, approval must be granted prior to performance. Any contract modification not explicitly approved by the Procurement Department through a written contract amendment or change order is performed at the sole risk of the Contractor and may not be eligible for payment by the City. 12. CONTRACT: The Contract shall be based upon the Request for Proposal issued by the City and the Offer submitted by the Contractor in response to the Request for Proposal. The offer shall substantially conform to the terms, conditions, specifications and other requirements set forth within the text of the Request for Proposal. The City reserves the right to clarify any contractual terms with the concurrence of the Contractor; however, any substantial non -conformity in the offer, as determined by the City's Director of Procurement, shall be deemed non -responsive and the offer rejected. The Contract shall contain the entire agreement between the City of Tucson and the Contractor relating to this requirement and shall CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 16 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 prevail over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form. 13. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL BREACH: Contractor shall deliver conforming materials in each installment or lot of this Contract and may not substitute nonconforming materials. Delivery of nonconforming materials, or default of any nature, may constitute breach of the Contract. Noncompliance may be deemed a cause for possible Contract termination. 14. DUPLEXED/RECYCLED PAPER: In accordance with efficient resource procurement and utilization policies adopted by the City of Tucson, the Contractor shall ensure that, whenever practicable, all printed materials produced by the Contractor in the performance of this Contract are duplexed (two-sided copies), printed on recycled paper and labeled as such. 15. EXCLUSIVE POSSESSION: All services, information, computer program elements, reports and other deliverables created under this Contract are the sole property of the City of Tucson and shall not be used or released by the Contractor or any other person except with prior written permission by the City. 16. FEDERAL IMMIGRATION LAWS AND REGULATIONS: Contractor warrants that it complies with all Federal Immigration laws and regulations that relate to its employees and complies with A.R.S. § 23-214(A) and that it requires the same compliance of all subcontractors under this Contract. Contractor acknowledges that pursuant to A.R.S. § 41-4401 and effective September 30, 2008, a breach of this warranty is a material breach of this Contract subject to penalties up to and including termination of this Contract. The City retains the legal right to audit the records of the Contractor and inspect the papers of any employee who works for the Contractor to ensure compliance with this warranty and the Contractor shall assist in any such audit. The Contractor shall include the requirements of this paragraph in each contract with subcontractors under this Contract. If the Contractor or subcontractor warrants that it has complied with the employment verification provisions prescribed by sections 274(a) and 274(b) of the Federal Immigration and Nationality Act and the E-verify requirements prescribed by A.R.S. § 23-214(A), the Contractor or subcontractor shall be deemed to be in compliance with this provision. The City may request proof of such compliance at any time during the term of this Contract by the Contractor and any subcontractor. 17. FORCE MAJEURE: Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to the extent that such party's performance of this Contract is prevented by reason of Force Majeure. The term "Force Majeure" means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Force Majeure shall not include late performance by a subcontractor unless the delay arises out of a Force Majeure occurrence in accordance with this Force Majeure term and condition. If either party is delayed at any time in the progress of the work by Force Majeure, the delayed party shall notify the other party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be hand -delivered or mailed certified -return receipt and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract. 18. GRATUITIES: The City may, by written notice to the Contractor, terminate this Contract if it is found that gratuities, in the form of entertainment, gifts, meals or otherwise, were offered or given by the Contractor or any agent or representative of the Contractor, to any officer or employee of the City amending, or the making of any determinations with respect to the performing of such Contract. In the event this Contract is terminated by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the gratuity. 19. HUMAN RELATIONS: Contractor shall abide by the provisions of the Tucson City Code Chapter 28, Article XII. 20. INDEMNIFICATION: To the fullest extent permitted by law, Contractor, its successors, assigns and guarantors, shall pay, defend, indemnify and hold harmless the City of Tucson, its agents, representatives, officers, directors, officials and employees from and against all allegations, demands, proceedings, suits, actions, claims, including claims of patent or copyright infringement, damages, losses, expenses, including but not limited to, attorney fees, court costs, and the cost of appellate proceedings, and all claim adjusting and handling expense, related to, arising from or out of or resulting from any actions, acts, errors, mistakes or omissions caused in whole or part by Contractor relating to work, services and/or products provided in the performance of this Contract, including but not limited to, any Subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable and any injury or damages claimed by any of Contractor's and Subcontractor's employees. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO.130733 PAGE 17 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 21. INDEPENDENT CONTRACTOR: It is understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer, or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose. The Contractor shall not be entitled to compensation in the form of salaries, paid vacation or sick days by the City. The City of Tucson will not provide any insurance coverage to the Contractor, including Worker's Compensation coverage. The Contractor is advised that taxes, social security payments, and other withholdings shall not be withheld from a City payment issued under this Contract and that Contractor should make arrangements to directly pay such expenses. 22. INSPECTION AND ACCEPTANCE: All material or service is subject to final inspection and acceptance by the City. Material or service failing to conform to the specifications of this Contract shall be held at the Contractor's risk and may be returned to the Contractor. If returned, all costs are the responsibility of the Contractor. Noncompliance may be deemed a cause for possible Contract termination. 23. INTERPRETATION -PAROLE EVIDENCE: This Contract is intended by the parties to be a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in the Contract. Acceptance or consent in the course of performance under this Contract shall not be relevant to determine the meaning of this Contract even though the accepting or consenting party has knowledge of the nature of the performance and the opportunity to object. 24. LICENSES: Contractor shall maintain in current status all Federal, State, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract. 25. LIENS: All materials, services, and other deliverables supplied to the City under this Contract shall be free of all liens other than the security interest. Security interest shall extinguish upon full payment made by the City. Upon the City's request, the Contractor shall provide a formal release of all liens. 26. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of materials must fully comply with all provisions of this Contract. If a tender is made which does not fully comply, this shall conform to the termination clause set forth within this document. 27. NON-EXCLUSIVE CONTRACT: Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the City of Tucson. The City reserves the right to obtain like goods or services from another source when necessary. 28. OVERCHARGES BY ANTITRUST VIOLATIONS: The City maintains that, in actual practice, overcharges resulting from antitrust violations are borne by the purchaser. Therefore, to the extent permitted by law, the Contractor hereby assigns to the City any and all claims for such overcharges as to the materials or services used to fulfill the Contract. 29. PAYMENT: The City's preferred method of payment is via credit card. The City will issue a Purchase Order and, in some cases, either provide a credit card for payment at the time of ordering or pay subsequent invoices by credit card upon receipt of goods or services in good order. However, not all City employees will possess a credit card and, therefore, the City reserves the right to make payment by check as it deems necessary. Unless payment is made by credit card at time of order or point of sale, a separate invoice shall be issued for each shipment of material or service performed, and no payment shall be issued prior to receipt of material or service and correct invoice. The City shall make every effort to process payment for the purchase of materials or services within twenty-one (21) calendar days after receipt of materials or services and a correct invoice. The Contractor's payment terms shall apply to all purchases and to all payment methods. 30. PROTECTION OF GOVERNMENT PROPERTY: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on City property. If the Contractor fails to do so and damages such property, the Contractor shall replace or repair the damage at no expense to the City, as determined and approved by the City's Director of Procurement. If the Contractor fails or refuses to make such repair or replacement, the City will determine a cost and the Contractor shall be liable for the cost thereof, which may be deducted from the Contract price. CITY OF TUCSON DEPARTMENT OF PROCUREMENT REQUEST FOR PROPOSAL NO. 130733 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PAGE 18 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 31. PROVISIONS REQUIRED BY LAW: Each and every provision of law and any clause required by law to be in the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party the Contract shall be amended to make such insertion or correction. 32. RECORDS: Internal control over all financial transactions related to this Contract shall be in accordance with sound fiscal policies. The City may, at reasonable times and places, audit the books and records of the Contractor and/or any subcontractors. Said audit shall be limited to this Contract. 33. RIGHT TO ASSURANCE: Whenever one party to this Contract has reason to question, in good faith, the other party's intent to perform, the former party may demand that the other party give a written assurance of this intent to perform. In the event that a demand is made and no written assurance is given within five (5) days, the demanding party may treat this failure as the other party's intent not to perform and as a cause for possible Contract termination. 34. RIGHT TO INSPECT: The City may, at reasonable times, and at the City's expense, inspect the place of business of a Contractor or subcontractor which is related to the performance of any Contract as awarded or to be awarded. 35. RIGHTS AND REMEDIES: No provision in this document or in the Contractor's proposal shall be construed, expressly or by implication, as a waiver by either party of any existing or future right and/or remedy available by law in the event of any claim, default or breach of contract. The failure of either party to insist upon the strict performance of any term or condition of the Contract, to exercise or delay the exercise of any right or remedy provided in the Contract or by law, or to accept materials or services required by this Contract or by law shall not be deemed a waiver of any right of either party to insist upon the strict performance of the Contract. 36. SEVERABILITY: The provisions of this Contract are severable to the extent that any provision or application held to be invalid shall not affect any other provision or application of the Contract which may remain in effect without the valid provision or application. 37. SHIPMENT UNDER RESERVATION PROHIBITED: No tender of a bill of lading shall operate as a tender of the materials. Non-compliance shall conform to the termination clause set forth within this document. 38. SUBCONTRACTS: No subcontract shall be entered into by the Contractor with any other party to furnish any of the material/service specified herein without the advance written approval of the City's Director of Procurement. All subcontracts shall comply with Federal and State laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Contractor referred to herein. The Contractor is responsible for contract performance whether or not subcontractors are used. 39. SUBSEQUENT EMPLOYMENT: The City may terminate this Contract without penalty or further obligation pursuant to A.R.S. Section 38-511 if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Contract, on behalf of the City, is or becomes, at any time while the Contract or any extension of the Contract is in effect, an employee of, or a contractor to, any other party to this Contract with respect to the subject matter of the Contract. Termination shall be effective when written notice from the City's Director of Procurement is received by the parties to this Contract, unless the notice specifies a later time. 40. TERMINATION OF CONTRACT: This Contract may be terminated at any time by mutual written consent, or by the City, with or without cause, upon giving thirty (30) days written notice. The City, at its convenience, by written notice, may terminate this Contract, in whole or in part. If this Contract is terminated, the City shall be liable only for payment under the payment provisions of this Contract for services rendered and accepted material received by the City before the effective date of termination. The City reserves the right to terminate the whole or any part of this Contract due to the failure of the Contractor to carry out any term or condition of the Contract. The City will issue a written ten (10) day notice of default to the Contractor for acting or failing to act as specified in any of the following: In the opinion of the City, the Contractor provides personnel that do not meet the requirements of the Contract; In the opinion of the City, the Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this Contract; In the opinion of the City, the Contractor attempts to impose personnel, materials, products or workmanship of an unacceptable quality; CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 19 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 The Contractor fails to furnish the required service and/or product within the time stipulated in the Contract; In the opinion of the City, the Contractor fails to make progress in the performance of the requirements of the Contract; The Contractor gives the City a positive indication that the Contractor will not or cannot perform to the requirements of the Contract. Each payment obligation of the City created by this Contract is conditioned upon the availability of City, State and Federal funds that are appropriated or allocated for the payment of such an obligation. If funds are not allocated by the City and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the City at the end of the period for which funds are available. The City will endeavor to notify the Contractor in the event that continued service will or may be affected by non -appropriation. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. 41. TITLE AND RISK OF LOSS: The title and risk of loss of material or service shall not pass to the City until the City actually receives the material or service at the point of delivery, unless otherwise provided within this Contract. 42. WARRANTIES: Contractor warrants that all material or service delivered under this Contract shall conform to the specifications of this Contract. Mere receipt of shipment of the material or service specified and any inspection incidental thereto by the City shall not alter or affect the obligations of the Contractor or the rights of the City under the foregoing warranties. Additional warranty requirements may be set forth in this document. CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PRICE PAGE REQUEST FOR PROPOSAL NO. 130733 PAGE 20 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 For each item listed on the Price Pages, Offerors are encouraged to offer a discount off of a verifiable price list by all manufacturers that they choose to propose. For example, Group 2, Item 4 is Keyboards. An offeror may wish to propose more than one manufacturer of keyboards, such as Logitech, Fellows, Belkin, Kensington, Tripplite, etc. Offerors should provide a separate discount for each manufacturer that they propose. Offerors should add additional rows to the price page in order to accommodate additional manufacturers' discounts. ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 1 Systems 1. Desktops % 2. Notebooks 3. Tablets 4. Servers (1 Processor, 2, Processor, 4+Procesor, Blade, % Tower, Unix, Handhelds, etc.) Group 2 Input Devices 5. Keyboards % 6. Mice 7. Imaging Scanners 8. POS Scanners % 9. Pointing Devices % 10. Bar Code Readers % 11. Audio Input % 12. Input Adapters % 13. PC and Network Cameras 14. Input Cables % 15. Input Accessories Group 3 Output Devices 16. Displays % 17. Printers % 18. Inkjet Printers % 19. Inkjet Photo Printers % 20. Laser Printers 21. Label Printers 22. Dot Matrix Printers % 23. Multi -Function Printers 24. Wide Format Printers 25. Multi -Function Inkjet Printers % 26. Wide Format Printers % 27. Fax Machine Printers 28. Printer Accessories % 29. Projectors 30. Projector Accessories % 31. Audio Input % 32. Video Cards 33. Sound Cards % 34. Output Accessories 35. Printer Consumables % CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 ITEM NO. REQUEST FOR PROPOSAL NO. 130733 PAGE 21 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 4 Memory 36. Desktop 37. Flash 38. Networking 39. Notebook 40. Printer/Fax 41. Server Group 5 Storage Devices 42. Adapters Fibre Channel 43. Adapters FireWire/USB 44. Adapters IDE/ATA/SATA 45. Adapters RAID 46. Adapters SCSI 47. Bridges & Routers 48. Disk Arrays 49. Disk Arrays JBOD 50. Drives Magneto -Optical 51. Drives Removable Disk 52. Fiber Channel Switches 53. Hard Disks External 54. Hard Disks Fibre Channel 55. Hard Disks IDE/ATA/S 56. Hard Disks Notebook 57. Hard Disks SCSI 58. Networking Accessories 59. Optical Drives CD-RO 60. Optical Drives CD-RW 61. Optical Drives DVD/C 62. Optical Drives DVD-R 63. Storage Accessories 64. Storage NAS 65. Storage SAN 66. Tape Autoloaders AIT 67. Tape Autoloaders DAT 68. Tape Autoloaders DLT 69. Tape Autoloaders LTO 70. Tape Drives 4mm 71. Tape Drives 8mmNXA 72. Tape Drives AIT 73. Tape Drives DAT 74. Tape Drives DLT 75. Tape Drives LTO/Ultrium 76. Tape Drives SDLT 77. Tape Drives Travan % % % % OA OA OA OA % % CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 ITEM NO. REQUEST FOR PROPOSAL NO. 130733 PAGE 22 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 6 Network Equipment 78. 10/100 Hubs & Switch 79. Bridges and Routers 80. Gigabit Hubs & Switches 81. Concentrators and Multiplexers 82. Hardware Firewalls % 83. Intrusion Detection 84. KVM 85. Modems 86. Network Test Equipment 87. Network Adapters % 88. Network Cables % 89. Network Accessories % 90. Repeaters and Transceivers 91. Wireless LAN Accessories 92. Token Authentication 93. 10G Fiber Optic Transceivers % 94. 1 G Fiber Optic Transceivers % Group 7 Software % 95. Licensing Packages (Le., Microsoft Open Value, % Microsoft EES) 96. Licensing Backup % 97. Licensing Barcode/OC % 98. Licensing Business Application % 99. Licensing CAD/CAM % 100. Licensing Cloning 101. Licensing Computer Services 102. Licensing Database % 103. Licensing Development 1.04. Licensing Entertainment % 105. Licensing Financial 106. Licensing Flow Chart % 107. Licensing Graphic Design % 108. Licensing Handheld % 109. Licensing Network OS % 110. Licensing OS 111. Licensing Personal Organization % 112. Licensing Presentation % 113. Licensing Reference % 114. Licensing Report Analysis % 115. Licensing Spreadsheet % 116. Licensing Utilities % 117. Licensing Warranties % 118. Licensing Web Development % 119. Licensing Word Processing 120. Software Backup 121. Software Barcode/OCR % 122. Software Business Application % 123. Software CAD/CAM ok 124. Software Cloning % 125. Software Computer Services % 126. Software Database % CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 23 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 7 Software Continued 127. Software Development 128. Software Entertainment 129. Software Financial 130. Software Flow Chart 131. Software Graphic Design 132. Software Handheld 133. Software OS 134. Software Personal Organization 135. Software Presentation 136. Software Reference 137. Software Report Analysis 138. Software Spreadsheet 139. Software Utilities 140. Software Warranties 141. Software Web Development 142. Software Word Processing Group 8 Media Supplies 143. Media 4mm Tape 144. Media AIT Tape 145. Media DAT Tape 146. Media DLT Tape 147. Media LTO/Ultrium Tape Drive 148. Media Magneto -Optical 149. Media Optical 150. Media SLR Tape 151. Media Travan Tape 152. Media VXA Tape 153. Media Zip Group 9 Collaboration and IP Telephony. 154. IP Phones 155. Video Conferencing products % 156. Voice Gateways/Servers % 157. Headsets % 158. Audio conferencing products % 159. Analog phones % 160. accessories % Group 10 Other 161. Advanced Integration 162. Asset Disposal 163. Asset Management 164. Cables 165. Cables Custom 166. Cables Printer 167. Complex Warranties 168. Desktop Accessories 169. Display Accessories 170. Electronic Services 171. Handheld Accessories 172. Imaging Accessories CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 ITEM NO. REQUEST FOR PROPOSAL NO. 130733 PAGE 24 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 10 Other continued 173. Imaging Camcorders 174. Imaging Digital Cameras 175. Internal Lab Service 176. Lab Fees 177. Managed Services 178. Miscellaneous Solutions 179. Mounting hardware for vehicles 180. Networking Warranties 181. Notebook Accessories 182. Notebook Batteries 183. PC Lab Order Services 184. POS Accessories 185. POS Displays 186. Power Accessories 187. Power Surge Protection 188. Power UPS 189. Server Accessories 190. Service charge 191. System Components 192. Training Courses 193. Training Reference Manuals 194. Warranties Electronic Group 11 Services — Offerors may offer a discount off list price or an hourly rate. Pricing may vary by manufacturer and by region of the country. Offerors should indicate any manufacturer and regional variances. 195. Design and Analysis 196. Configuration 197. Implementation 198. Installation 199. Training 200. Maintenance and Support 201. Additional Services Offered (On a separate page list the additional services offered and their applicable discount) Ok Ok Ok Ok Ok Ok OA ova Ok Ok Ok OA Ok Ok OA OA OA ova OA Ok ova CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 REQUEST FOR PROPOSAL NO. 130733 PAGE 25 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 OFFER AND ACCEPTANCE OFFER TO THE CITY OF TUCSON: The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and amendments in the Request for Proposal which is incorporated by reference as if fully set forth herein. Company Name Address City State Zip Signature of Person Authorized to Sign Printed Name Title For clarification of this offer, contact: Name: Title: Phone: Fax: E-mail: ACCEPTANCE OF OFFER The Offer is hereby accepted. The Contractor is now bound to sell the materials or services specified in the Contract. This Contract shall be referred to as Contract No. CITY OF TUCSON, a municipal corporation Approved as to form this day of , 2013. Awarded this day of , 2013. As Tucson City Attorney and not personally Marcheta Gillespie, C.P.M., CPPO, CPPB, CPM As Interim Director of Procurement and not personally CITY OF TUCSON DEPARTMENT OF PROCUREMENT 255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 ATTACHMENTS ATTACHMENT A — Sample Items List ATTACHMENT B — National IPA Exhibits REQUEST FOR PROPOSAL NO. 130733 PAGE 26 OF 26 CONTRACT OFFICER: NATHAN DAOU PH: (520) 837-4136 / FAX: (520) 791-4735 THIS PAGE LEFT BLANK INTENTIONALLY ATTACHMENT A: SAMPLE ITEMS LIST NOTE: For each item listed below, offeror should fill in the yellow cells only. In the "Unit Price Before Discount" column, offeror should enter the unit price for the specified item before their discount is applied. In the "Discount" column, offeror should enter the discount that they are proposing to offer for the specified item. The discount entered in the "Discount" column should match the discount that offeror identified on the Price Page. The "Unit Price After Discount" column will autopopulate based on the entries in the two preceding columns. Note: For the sole purpose of helping to identify the sample items below, the CDW-G Part # is also being provided for each item. 1 2 3 4 5 PLUG-IN DOCK AND LOCK 30 DRAWER CAB GARMIN GPS 18X USB SENSOR KEN UNIV DOCK STAT SD400V VID/ENET RSA BASE SW LIC BTW 155-250 GARMIN FLANGE MOUNT PLUG-IN STORAGE SYSTEMS GARMIN KENSINGTON RSA SECURITY GARMIN 4852-L-30 010-00321-31 K33926US APP0000250B 010-10453-00 935042 1441195 1822378 1016651 914063 JNIT PRICE: AFTER DISCOUNT_ 6 HP SB LA2205WG 22" WIDE DVI DP HA HEWLETT-PACKARD N M274A8#ABA 1906059 0.0000% 7 8 9 CRUCIAL 1 GB 184PIN DDR PC3200 FUJITSU FI-6770A FBSCAN 9OPPM WNRS HP OFFICEJET 100 MOB PRINTER- L411A CRUCIAL TECHNOLOGY FUJITSU HEWLETT-PACKARD CT12864Z40B PA03576-B035 CN551A#B1 H 635238 1533003 2374450 10 11 FUJITSU FI-6770 FBSCAN 9OPPM WNRS BELKIN USB NA EXT CAB M/F IMAC 10' FUJITSU BELKIN PA03576-B105 F3U 134-10-CBL 1532992 141310 12 CRUCIAL 1 GB DDR2 PC2-6400 CRUCIAL TECHNOLOGY CT12864AA80 1269183 0.0000% 0.0000%.. 0.0000% 0.0000%. $ $ 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 CRUCIAL 1GB 200PIN SODIMM PC2700 RSA SID700 60SEC 3YR 100 PACK HP LJ M3035XS HP SB 6300 13-2120 500GB 4GB W7P NEC 2190UXP 21.3" DVI HA APC SMRTUPS 1500VA USB/SER RM 2U ERGOTRON DUAL LCD STAND VERT <24„ APC UPS NETWORK MANAGEMENT CARD 2 CRUCIAL 1GB DDR2 PC5300 240PIN DIMM TRIPP ISOBAR SURGE 4 OUTLET 6FT CORD APC SMART UPS 2200VA RM/TWR TRENDNET 10/100TX-100FX FIB CONVERT IBM LTO4 ULTRIUM 4 BAR CODE LABELED STARTECH 6IN USB EXTENSION CABLE RSA SID700 60SEC 3YR 50 PACK LANTRONIX EDS8PR 8PT TRMNL SRVR APC SMART UPS 1500VA 120V 8 OUT TWR CRUCIAL TECHNOLOGY RSA SECURITY HEWLETT-PACKARD HEWLETT-PACKARD NEC APC ERGOTRON APC CRUCIAL TECHNOLOGY TRIPP LITE APC TREN DWARE INTERNATIONAL IBM STARTECH COM RSA SECURITY LANTRONIX APC CT12864X335 SID700-6-60-36-100 CC477A#BCC B5NO8UT#ABA LCD2190UXP-BK SUA1500RM2U 33-091-200 AP9631 CT12864AA667 ISOBAR4ULTRA SUA2200XL- NETPKG TFC-110S151 95P4437 USB EXTAA6l N SID700-6-60-36-50 EDS00812N-01 SUA1500 657427 1033112 1342057 2745728 993067 468489 210326 1745320 727405 024586 1594908 1563443 1319661 1057465 1035736 1183723 323633 0.0000% 0.0000% 0.0000% 0.0000% 0.0000%. 0.0000% 0.0000%., 0.0000% $ $ $ GRAND TOTAL ATTACHMENT B Requirements for National Cooperative Contract To be Administered by National Intergovernmental Purchasing Alliance Company The following documents are used in evaluating and administering national cooperative contracts and are included for Supplier's review and response. National IPA Exhibit A — NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT National IPA Exhibit B — NATIONAL IPA ADMINISTRATION AGREEMENT, EXAMPLE National IPA Exhibit C — NATIONAL IPA MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT, EXAMPLE National IPA Exhibit D — NATIONAL IPA PRINCIPAL PROCUREMENT AGENCY CERTIFICATE, EXAMPLE National IPA Exhibit E — NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE National IPA Exhibit F — NATIONAL IPA ADVERTISING COMPLIANCE REQUIREMENT NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- RESPONSE FOR NATIONAL COOPERATIVE CONTRACT 1.0 Scope of National Cooperative Contract 1.1 Requirement The City of Tucson (hereinafter defined and referred to as "Principal Procurement Agency"), on behalf of itself and the National Intergovernmental Purchasing Alliance Company ("National IPA"), is requesting proposals for Informational Technology Solutions. The intent of this Request for Proposal is that any contract between Principal Procurement Agency and Supplier resulting from this Request for Proposal (hereinafter defined and referred to as the "Master Agreement") be made available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non- profit entities, and agencies for the public benefit ("Public Agencies"), through National IPA's cooperative purchasing program. The Principal Procurement Agency has executed a Principal Procurement Agency Certificate with National IPA (an example of which is included as Exhibit D) and has agreed to pursue the Master Agreement. Use of the Master Agreement by any Public Agency, including the Principal Procurement Agency, will be preceded by their registration with National IPA as a Participating Public Agency in National IPA's cooperative purchasing program. Registration with National IPA as a Participating Public Agency is accomplished by Public Agencies entering into a Master Intergovernmental Cooperative Purchasing Agreement, an example of which is attached as Exhibit C. The terms and pricing established in the resulting Master Agreement between the Supplier and the Principal Procurement Agency will be the same as that available to Participating Public Agencies through National IPA. All transactions, purchase orders, etc., will occur directly between the Supplier and. each Participating Public Agency individually, and neither National IPA, any Principal Procurement Agency nor any Participating Public Agency, including their respective agents, directors, employees or representatives, shall be liable to Supplier for any acts, liabilities, damages, etc. incurred by any other Participating Public Agency. This Exhibit A defines the expectations for qualifying Suppliers based on National IPA's requirements to market the resulting Master Agreement nationally to Public Agencies. Each section in this Exhibit A refers to the capabilities, requirements, obligations, and prohibitions of competing Suppliers on a national level in order to serve Participating Public Agencies through National IPA. These requirements are incorporated into and are considered an integral part of this RFP. National IPA reserves the right to determine whether or not to make the Master Agreement awarded by the Principal Procurement Agency available to Participating Public Agencies. 1.2 Marketing and Administrative Support During the term of the Master Agreement National IPA intends to provide marketing and administrative support for Supplier pursuant to this section 1.2 that directly promotes the Supplier's products and services to Participating Public Agencies Requirements for National Cooperative Contract Page 2 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT through multiple channels, each designed to promote specific products and services to Public Agencies on a national basis. The National IPA marketing team will work in conjunction with Supplier to promote the Master Agreement to both existing Participating Public Agencies and prospective Public Agencies through: A. Marketing collateral (print, email, presentations) B. Website support C. Trade shows/conferences/meetings D. Advertising The National IPA sales teams will work in conjunction with Supplier to promote the Master Agreement to both existing Participating Public Agencies and prospective Public Agencies through: A. Individual sales calls B. Joint sales calls C. Communications/customer service D. Training sessions for Public Agency teams E. Training sessions for Supplier teams The National IPA contracting teams will work in conjunction with Supplier to promote the Master Agreement to both existing Participating Public Agencies prospective Public Agencies through: A. Serving as the subject matter expert for questions regarding joint powers authority and state statutes and regulations for cooperative purchasing B. Training sessions for Public Agency teams C. Training sessions for Supplier teams D. Regular business reviews to monitor program success E. General contract administration Suppliers are required to pay an administrative fee of 1.5% of the greater of the Contract Sales under the Master Agreement and guaranteed Contract Sales under this Request for Proposal. Supplier will be required to execute the National IPA Administration Agreement (refer to Exhibit B). Capitalized terms not otherwise defined herein shall have the meanings given to them in the Master Agreement or in the National Intergovernmental. Purchasing Alliance Company Administration Agreement between Supplier and National IPA (the "National. IPA Administration Agreement") 1.3 Estimated Volume The dollar volume purchased under the Master Agreement is estimated to be approximately $100,000,000 annually. While no minimum volume is guaranteed to Supplier, the estimated annual volume is projected based on the current annual volumes among the Principal Procurement Agency, other Participating Public Agencies that are anticipated to utilize the resulting Master Agreement to be made available to them through National IPA, and volume growth into other Public Agencies through a coordinated marketing approach between Supplier and National IPA. Requirements for National Cooperative Contract Page 3 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT 1.4 Award Basis The basis of any contract award resulting from this RFP made by Principal Procurement Agency will be the basis of award on a national level through National IPA. If multiple suppliers are awarded by Principal Procurement Agency under the Master Agreement, those same suppliers will be required to extend the Master Agreement to Participating Public Agencies through National IPA. Utilization of the Master Agreement by Participating Public Agencies will be at the discretion of the individual Participating Public Agency. Certain terms of the Master Agreement specifically applicable to the Principal Procurement Agency are subject to modification for each Participating Public Agency as Supplier, such Participating Public Agency and National IPA shall agree. 1.5 Objectives of Cooperative Program This RFP is intended to achieve the following objectives regarding availability through National IPA's cooperative program: A. Provide a comprehensive competitively solicited and awarded national agreement offering the Products covered by this solicitation to Participating Public Agencies; B. Establish the Master Agreement as the Supplier's primary go to market strategy to Public Agencies nationwide; C. Achieve cost savings for Supplier and Public Agencies through a single solicitation process that will reduce the Supplier's need to respond to multiple solicitations; D. Combine the aggregate purchasing volumes of Participating Public Agencies to achieve cost effective pricing. 2.0 REPRESENTATIONS AND COVENANTS As a condition to Supplier entering into the Master Agreement, which would be available to all Public Agencies, Supplier must make certain representations, warranties and covenants to both the Principal Procurement Agency and National IPA designed to ensure the success of the Master Agreement for all Participating Public Agencies as well as the Supplier. 2.1 Corporate Commitment Supplier commits that (1) the Master Agreement has received all necessary corporate authorizations and support of the Supplier's executive management, (2) the Master Agreement is Supplier's primary "go to market" strategy for Public Agencies, (3) the Master Agreement will be promoted to all Public Agencies, including any existing customers, and Supplier will transition existing customers, upon their request, to the Master Agreement, and (4) that the Supplier has read and agrees to the terms and conditions of the Administration Agreement with National IPA and will execute such agreement concurrent with and as a condition of its execution of. the Master Agreement with the Principal Procurement Agency. Supplier will identify an executive corporate sponsor and a separate national account manager within the RFP response that will be responsible for the overall management of the Master Agreement. 2.2 Pricing Commitment Requirements for National Cooperative Contract Page 4 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Supplier commits that the Master Agreement pricing is its lowest available (net to buyer) to Public Agencies nationwide and further commits that if a Participating Public Agency is eligible for lower pricing through a national, state, regional or local or cooperative contract, that the Supplier will match such lower pricing to that Participating Public Agency under the Master Agreement. 2.3 Sales Commitment Supplier commits to aggressively market the Master Agreement as its go to market strategy in this defined sector and that its sales force will be trained, engaged and committed to offering the Master Agreement to Public Agencies through National IPA nationwide. Supplier commits that all Master Agreement sales will be accurately and timely reported to National IPA in accordance with the National IPA Administration Agreement. Supplier also commits that its sales force will be compensated, including sales incentives, for sales to Public Agencies under the Maser Agreement in a consistent or better manner compared to sales to Public Agencies if the Supplier were not awarded the Master Agreement. 3.0 SUPPLIER QUALIFICATIONS Supplier must supply the following information in order for the Principal Procurement Agency to determine Supplier's qualifications to extend the resulting Master Agreement to Participating Public Agencies through National IPA. 3.1 Company A. Brief history and description of your company. B. Total number and location of sales persons employed by your company. C. Number and location of support centers (if applicable). D. Annual sales for the three previous fiscal years. E. Submit your FEIN and Dunn & Bradstreet report. 3.2 Distribution, Logistics A. Describe how your company proposes to distribute the products/service nationwide. B. Identify all other companies that will be involved in processing, handling or shipping the products/service to the end user. C. Provide the number, size and location of your company's distribution facilities, warehouses and retail network as applicable. D. State any return and restocking policy and fees, if applicable, associated with returns. 3.3 Marketing and Sales A. Provide a detailed ninety -day planbeginning from award date of the Master Agreement describing the strategy to immediately implement the Master Agreement as your company's primary go to market strategy for Public Agencies to your teams nationwide, to include, but not limited to: i. Executive leadership endorsement and sponsorship of the award as the public sector go -to -market strategy within first 10 days ii. Training and education of your national sales force with participation from the executive leadership of your company, along with the National IPA. team within first 90 days Requirements for National Cooperative Contract Page 5 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL [PA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT B. Provide a detailed ninety -day plan beginning from award date of the Master Agreement describing the strategy to market the Master Agreement to current Participating Public Agencies, existing Pubic Agency customers of Supplier, as well as to prospective Public Agencies nationwide immediately upon award, to include, but not limited to: i. Creation and distribution of a co -branded press release to trade publications within first 10 days ii. Announcement, contract details and contact information published on the company website within first 30 days iii. Design, publication and distribution of co -branded marketing materials within first 90 days iv. Commitment to attendance and participation with National IPA at national (i.e. NIGP Annual Forum, NPI Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, etc.) and supplier -specific trade shows, conferences and meetings throughout the term of the Master Agreement v. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by National IPA for partner suppliers. Booth space will be purchased and staffed by your company. In addition, you commit to provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as directed by National IPA. vi. Design and publication of national and regional advertising in trade publications throughout the term of the Master Agreement vii. Ongoing marketing and promotion of the Master Agreement throughout its temimi (case studies, collateral pieces, presentations, etc.) viii. Dedicated National IPA internet web -based homepage with: • National IPA standard logo; • Copy of original Request for Proposal; • Copy of contract and amendments between Principal Procurement Agency and Supplier; • Summary of Products and pricing; • Marketing Materials • Electronic link to National IPA's online registration page; • A dedicated toll free number and email address for National IPA C. Describe how your company will transition any existing Public Agency customers' accounts to the Master Agreement available nationally through National IPA. Include a list of current cooperative contracts (regional and national) your company holds and describe how the Master Agreement will be positioned among the other cooperative agreements. D. Acknowledge that your company agrees to provide its company/corporate logo(s) to National IPA and agrees to provide permission for reproduction of such logo in marketing communications and promotions. E. Supplier is responsible for proactive direct sales of Supplier's goods and services to Public Agencies nationwide and the timely follow up to leads established by National IPA. All sales materials are to use the National IPA logo. At a minimum, the Supplier's sales initiatives should communicate: i. Master Agreement was competitively solicited by a Principal Procurement Agency ii. Best government pricing iii. No cost to participate Requirements for National Cooperative Contract Page 6 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT iv. Non-exclusive contract F. Supplier is responsible for the training of its national sales force on the Master Agreement. At a minimum, sales training should include: i. Key features of Master Agreement ii. Working knowledge of the solicitation process iii. Awareness of the range of Public Agencies that can utilize the Master Agreement through National IPA G. Provide contact information for the person(s), who will be responsible for: i. Marketing ii. Sales iii. Sales Support iv. Financial Reporting v. Contracts H. Describe in detail how your company's national sales force is structured, including contact information for the highest -level executive in charge of the sales team. I. Explain in detail how the sales teams will work with the National IPA team to implement, grow and service the national program. J. Explain in detail how your organization will manage the overall national program throughout the term of the Master Agreement, including ongoing coordination of marketing and sales efforts, timely new Participating Public Agency account set- up, etc. K. State the amount of your company's Public Agency sales for the previous fiscal year. Provide a list of your top 10 Public Agency customers, the total purchases for each for the previous fiscal year along with a key contact for each. L. Describe your company's information systems capabilities and limitations regarding order management through receipt of payment, including description of multiple platfoiiiis that may be used for any of these functions. M. Provide the Contract Sales (as defined in Section 10 of the National Intergovernmental Purchasing Alliance Company Administration Agreement) that your company will guarantee each year under the Master Agreement for the initial three years of the Master Agreement. $ .00 in year one $ .00 in year two $ .00 in year three N. Even though it is anticipated that many Public Agencies will be able to utilize the Master Agreement without further formal solicitation, there may be circumstances where Public Agencies will issue their own solicitations. The following options are available when responding to a solicitation that is for Products covered under the Master Agreement. i. Respond with Master Agreement pricing (Contract Sales reported to National IPA). ii. If competitive conditions require pricing lower than the standard. Master Agreement pricing, Supplier may respond with lower pricing through the, Master Agreement. If Supplier is awarded the contract, the sales are reported as Contract Sales to National IPA under the Master Agreement. Requirements for National Cooperative Contract Page 7 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT iii. Respond with pricing higher than Master Agreement only in the unlikely event that the Public Agency refuses to utilize Master Agreement. iv. If alternative or multiple proposals are permitted, respond with pricing higher than Master Agreement, and include Master Agreement as the alternate or additional proposal. Detail your strategies under these options when responding to a solicitation. Requirements for National Cooperative Contract Page 8 of 25 S, National IPA and; Supplier desire to enter into this Agreement to make available the Master Agreementto Participating Public Agencies on a national basis and to set forth certain t iins and conditions.governing the relationship between National IPA and. Supplier. lit e NQW, ni REFO E in consideration of the payments to be made hereunder and the mutual covenants containedt this Agreement, National IPA and Supplier hereby agree as follows: NS NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT B-NATIONAL IPA ADMINISTRATION AGREEMENT NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY ADMINISTRATION AGREEMENT This ADMINISTRATION AGREEMENT is made this day of 20 , between National Intergovernmental Purchasing Alliance Company ("National IPA"), and (herein "Supplier"). RECITALS WHEREAS, the (herein "Principe Rcure entered into a Master Agreement dated , Agreement, between the Principal Procurement Agency and Supplier, (as may be amend accordance with the teims thereof, the "Master Agreement"), for (herein "Product"); riient Agency") has , by and om time o time in e purchase of WHEREAS, said Master Agreement provided that y or ,L,publicagencies, including state andlocal governmental entities, public and private primary, secondaryld higher education entities, non-profit entities, and agencies for tle public benefit ("Public -{Agencies"), that register with National IPA or otherwise execute a Master Interovernmental`Cooperative Purchasing Agreement (hereinafter referred to as a "ParticipW Public Agency") may purchase Product at prices stated in the Master Agreement, WHEREAS, National IPA serves asf the contract adrriinistrator for Principal Procurement Agency with regard to the Master Agreement, wheel ors offered through National IPA to Public Agencies; WHEREAS, nncipal Pipcureine administration of the Mauer Agreement, an &icy desires National IPA to proceed with WHERE- DEFINITIONS 1. Capitalized tends used in this Agreement and not otherwise defined herein shall have the meanings given to them in the Master Agreement. Requirements for National Cooperative Contract Page 9 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT B- NATIONAL IPA ADMINISTRATION AGREEMENT TERMS AND CONDITIONS 2. The Master Agreement, as attached hereto as Exhibit A and incorporated herein by reference as though fully set forth herein, and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement. In the event of any conflict between the provisions of this Agreement and the Master Agreement, as between National IPA and Supplier the provisions of this Agreement shall prevail. Supplier acknowledges and agrees that the covenants and agreements of Supplier set forth in the solicitation resulting in the Master Agreement are incorporated herein and are an integral part hereof. 3. National IPA shall be afforded all of the rights, privileges and indemnifications afforded to Principal Procurement Agency under the Master AgreemenEtand such rights, privileges and indemnifications shall accrue and apply with equal effect to Natienal`,IPA ifs, agents, employees, directors, and representatives under this Agreement including, but'not limited to, the Supplier's obligation to provide appropriate insurance.'"' 4. National IPA shall perfoua all of its contract administrator under the Master Agreeme Os se acknowledges and agrees that National IPA shall act in the ca the Master Agreement. onsibilities and obligations as rth here n, and Supplier hereby arty of contract`administrator under 5. With respect to any purchases by Principal Procurement Agency or any Participating Public Agency pursuant to the Maste rAgreement, `National IPA: (i) shall not be construed as a dealer, re -marketer, representative, partner mar agent ofany'type of the Supplier, Principal Procurement Agency or such Participating Public Agency;)ii) shall not be obligated, liable or responsible for any order mad by Principal Procurerent Agency or any Participating Public Agency or any employee thereof under :the Master Agreement or for any payment required to be made with respect to such order; and. (nr) :shall not be obligated, liable or responsible for any failure by Principal Procurem,ent.Agency or any Participating Public Agency to comply with procedures or requirements of applicable law or the'Master Agreement or to obtain the due authorization and approval necessary to :purchase under the Master Agreement. National IPA makes no representation or guaranty with respect .to any mmmiurn purchases by Principal Procurement Agency or any Participating" P°ublic Agency or. any -;'employee thereof under this Agreement or the Master Agreement 6. T provided, however afforded by the Sup of this Agreement. TERM OF AGREEMENT reement shall be in effect so long as the Master Agreement remains in effect, At the provisions of paragraphs 3, 4 and 5 hereof and the indemnifications lier to National IPA herein and in the Master Agreement shall survive the term NATIONAL PROMOTION 7. National IPA and Supplier shall publicize and promote the availability of the Master Agreement's products and services to Public Agencies and such agencies' employees. Supplier's failure to maintain its covenants and commitments contained in this Agreement or any action of the Supplier which gives rise to a right by Principal Procurement Agency to terminate the Master Agreement shall constitute a material breach of this Agreement and if not cured within thirty (30) Requirements for National Cooperative Contract Page 10 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT B- NATIONAL IPA ADMINISTRATION AGREEMENT days of written notice to Supplier shall be deemed a cause for termination of the Master Agreement at Principal Procurement Agency's sole discretion or this Agreement at National IPA's sole discretion. 8. A copy of the Principal Procurement Agency Certificate executed by Principal Procurement Agency and an example of the Master Intergovernmental Cooperative Purchasing Agreement that is agreed to by each Participating Public Agency, which set forth the terms for their respective participation with National IPA, are attached hereto as Exhibit B and C, respectively. Supplier shall require each Participating Public Agency to register its participation in the National IPA program using the electronic registration feature at www.nationalipa.org prior to processing the Participating Public Agency's first sales order. 9. Upon request, Supplier shall make available to interested Puui*Agencies a copy of N. the Master Agreement and such price lists or quotes as may be necessary for such Public Agencies to evaluate potential purchases. In addition, Supplier shall provide,*marketing and admims native support set forth in the solicitation resulting in the Master Agreement, including tassi Ling in development of marketing materials as reasonably requested by Principal Procurement .Agency and National IPA. Supplier and National IPA shall provide each respective party with its 1`fogo and the standard terms of use for their general use in marketingFthe Master Agreement. Both parties shall obtain approval from the other party prior to use of such MONTHLY REPORTING & FEES 10. Supplier shall pay Nation IPA an administrative fee in the amount of _% of the total purchase price paid to Supplier, less refunds, credit on returns, rebates and discounts, for the sale of products and/or services pursuant to thetMaster Agreement (as amended from time to time and including any renewal thereof}:("Contract Sales"). Supplier shall provide National IPA with an electronic accounting report, in Microsoft .Excel, in the format prescribed by National IPA, on a monthly basis summarizing? all Contract Sah les, for suci month. A sample of the Contract Sales reporting format is provided as Exhibit D,-attached hereto and incorporated herein by reference. To the extent supplier, has guaranteed minimum Contract Sales pursuant to the terms of the Master Agreement in accordance with the.• erms of its proposal, the administrative fee shall be calculated based do the greateof the oitract Sales and the guaranteed Contract Sales set forth in Supplier's proposal: 11 Su lier shad, aintain an accountingof allpurchases made byParticipating Public �p �a�� P g Agencies under the Master greement. National IPA and Principal Procurement Agency reserve the right to audit the4accouting for a period of four (4) years from the date National IPA receives the accounting. In thevent of such an audit, Supplier shall provide all materials reasonably requested relating to such audit by Principal Procurement Agency or National IPA at the location designated by Principal Procurement Agency or National IPA. In the event such audit reveals an underreporting of Contract Sales and a resulting underpayment of administrative fees, Supplier shall promptly pay National IPA the amount of such underpayment, together with interest on such amount in accordance with paragraph 12, and shall be obligated to reimburse National IPA's costs and expenses for such audit. 12. Reports of Contract Sales for Principal Procurement Agency and Participating Public Agencies in each calendar month shall be provided by Supplier to National IPA by the 10th day of Requirements for National Cooperative Contract Page 11 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT B- NATIONAL IPA ADMINISTRATION AGREEMENT the following month. Such reports shall be accompanied by an administrative fee payment in the amount indicated on the report as being due. Administrative fee payments are to be paid by the Supplier to National IPA via Automated Clearing House (ACH) to the National IPA designated financial institution identified in Exhibit E. Failure to provide a monthly report or payment of the administrative fees within the time and manner specified shall be regarded as a material breach under this Agreement and if not cured within thirty (30) days of written notice to Supplier shall be deemed a cause for teitnination of the Master Agreement at Principal Procurement Agency's sole discretion or this Agreement at National IPA's sole discretion. All administrative fees not paid when due shall bear interest at a rate equal to the lesser of 1 1/2% per month or the maximum rate permitted by law until paid in full. 13. National IPA or its designee may, in National IPA's sole discretion, compare Participating Public Agency records with monthly reports submitted by Supplier. If there is a discrepancy, National IPA will notify the Supplier in writing. Supplier wil`have thirty (30) days from the date of such notice to resolve the discrepancy to National IPA's reasonable& satisfac'tion, including paying any administrative fee due and owing. If the Supplier does no s.resolve the discrepancy, National IPA shall have the right to engage a third rty ^to conduct an indepe dent audit of Supplier's monthly reports and Supplier shall be obligated `to sreimburse l ationnal IPA's costs and expenses for such audit. Should any audit reveal ao underreporting of Contract Sales and a resulting underpayment of administrative fees, Supplier. shall promptlypay National IPA the amount of such underpayment together with interest on uch 3 ;amount rr ;accordance with u-, paragraph 12. GENERAL PROVISIQ 14. This Agreement, the Master Agreement and the e _bits referenced herein supersede any and all other agreements, either oral or in writing, between thegparties hereto with respect to the subject matter hereto and no other agreement, statement, or promise relating to the subject matter of ein this Agreement which is not contained prImporporated hershall be valid or binding. 15. If any action .at law. or in equity is brought to enforce or interpret the provisions of this Agreement or to recover any administrative fee and accrued interest, the prevailing party shall be entitled to reason atto e rney's fees and co s in addition to any other relief to which it may be entitled. r 16. This Agreements nd National IPA's rights and obligations hereunder may be assigned a(Natronal IPA's sole discretion, to an existing or newly established legal entity that has the authority and e'pacity to1perform National IPA's obligations hereunder. Supplier may not assign its obligationsereunde without the prior written consent of National IPA. 17. All writtecommunications given hereunder shall be delivered by first-class mail, postage prepaid, or overnight delivery on receipt to the addresses as set forth below. Requirements for National Cooperative Contract Page 12 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT B- NATIONAL IPA ADMINISTRATION AGREEMENT A. National Intergovernmental Purchasing Alliance Company National IPA • Attn: President 1600 Westgate Circle Suite 275 Brentwood, TN 37027 B. Principal Procurement Agency C. Supplier S 18. If any provision of this Agreement shall be deemed to be, or shall in fact be, illegal, inoperative or unenforceable, the same shall not affect any otheprovision or provisions,ferein contained or render the same invalid, inoperative or unenforceable tO any extent whatever,- d, modified, or altered 19. This Agreement may not be effectively arise without the prior written consent of the parties hereto. 20. This Agreement shall inure to the benefit, of an shall be binds ig upon National IPA, the Supplier and any successor and assign thereto; subject, howeve., to the limitations contained herein. Authorized Signature, Supplier Signature Name Date TIONAL INTERGOVERNMENTAL PITRCHASING ALLIANCE COMPANY Signature Name Title Date Requirements for National Cooperative Contract Page 13 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT C- NATIONAL IPA MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT This Agreement is made between certain government agencies that execute a Principal Procurement Agency Certificate ("Principal Procurement Agencies") to be appended and made a part hereof and other public agencies ("Participating Public Agencies") that register electronically with National Intergovernmental Purchasing Alliance Company ("National IPA") or otherwise execute a Participating Public Agency Certificate to be appended and made apart hereof. RECITALS WHEREAS, after a competitive solicitation and selection process by Principal Procurement Agencies, a number of Suppliers have entered into Master Agreements to provide a variety of goods, products and services based on national volumes (herd `Products"), WHEREAS, Master Agreements are made available �by Princ pal Procurement Agencies through National IPA and provide that Participating Public Agencies may purchase Products on the same terms, conditions and pricing as the Principal Prof tremen�t Agency; uU�ect to any applicable local purchasing ordinances and the laws of the ate of purchase; NOW, THEREFORE, in consideration of the mutual promises contained in this agreement, and of the mutual benefits to result, the-, es agree as follovus 1. That each party mill facilitate the coo erative rocurement of Products. 2. That the procurement of Products 'subject to this agreement shall be conducted in accordatxee with and subject to Abe_relevant statutes, ordinances, rules and regulations that go ern each party's procurement practices. 3. That Sze cooperative use of solicitations obtained by a party to this agreement shall be in accordth ce with the terms and conditions of the solicitation, except as modification, of those`'tetnis and conditions is otherwise allowed or required by licable la:v.° That the'Prncipal Procurement Agencies will make available, upon reasonable ',request and" subject to convenience, information which may assist in improving the procur#nent of products by the Participating Public Agencies. 5. That a procuring party will make timely payments to the Supplier for Products received inaccordance with the terms and conditions of the procurement. Payment for Products and inspections and acceptance of Products ordered by the procuring party shall be the exclusive obligation of such procuring party. Disputes between procuring party and Supplier are to be resolved in accord with the law and venue rules of the State of purchase. 6. The procuring party shall not use this agreement as a methodfor obtaining additional concessions or reduced prices for similar products or services. Requirements for National Cooperative Contract Page 14 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT C- NATIONAL IPA MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT 7. The procuring party shall be responsible for the ordering of Products under this agreement. A non -procuring party shall not be liable in any fashion for any violation by a procuring party, and the procuring party shall hold non -procuring party harmless from any liability that may arise from action or inaction of the procuring party. 8. This agreement shall remain in effect until termination by a party giving 30 days written notice to the other party. The provisions of paragraphs 5, 6 and 7 hereof shall survive any such termination. 9. This agreement shall take effect after execution of the Principalrorurement Agency Certificate or Participating Public Agency Registration, as applicable Requirements for National Cooperative Contract Page 15 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT D — PRINCIPAL PROCUREMENT AGENCY CERTIFICATE PRINCIPAL PROCUREMENT AGENCY CERTIFICATE I hereby acknowledge, on behalf of NAME OF PPA ("Principal Procurement Agency"), that I have read and agree to the general terms and conditions set forth inheenclosed Master Intergovernmental Cooperative Purchasing Agreement regulating the use 011ie Master Agreements and purchase of Products that from time to time are made availabley Principal ,,Procurement Agencies to Participating Public Agencies nationwide through National Intergovernmental Purchasing Alliance Company ("National IPA"). I understand that the purchase of one or more Products uncle provisiois of= fhe Master Intergovernmental Cooperative Purchasing Agreement is at the sole and complete diSeretion of the Participating Public Agency. ' "'`Y �'`''' ATt} In its capacity as Principal Procurement Agency for National IPA', NAME OTPA agrees to pursue Master Agreements for Products as specified in the ',attached ex`lubits to this agreement. Authorized Signature, Principal ProcurementAgen Signature Name Requirements for National Cooperative Contract Page 16 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE (to be submitted electronically in Microsoft Excel format) National IPA Contract Sales Monthly Report Supplier Name: Contract Sales Report Month: Participating Agency Name City State Zip Code Participating Agency # {Assigned by National IPA and provided to Supplier} Contract Sales for Month ($) Admin Fee Admin Fee $ Report Totals Cumulative Contract Sales Requirements for National Cooperative Contract Page 17 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS EXHIBIT F- NATIONAL IPA ADVERTISING COMPLIANCE REQUIREMENT Pursuant to certain state notice provisions, including but not limited to Oregon Revised Statutes Chapter 279A.220, the following public agencies and political subdivisions of the referenced public agencies are eligible to register with National IPA and access the Master Agreement contract award made pursuant to this solicitation, and are hereby given notice of the foregoing request for proposals for purposes of complying with the procedural requirements of said statutes: Nationwide: State of Alabama* State of Hawaii State of Massachusetts State of New Mexico State of South Dakota State of Alaska State of Idaho State of Michigan State of New York State of Tennessee State of Arizona State of Illinois State of Minnesota State of North Carolina State of Texas State of Arkansas State of Indiana State of Mississippi State of North Dakota State of Utah State of California State of Iowa State of Missouri State of Ohio State of Vermont State of Colorado State of Kansas State of Montana State of Oklahoma* State of Virginia State of Connecticut State of Kentucky State of Nebraska State of Oregon State of Washington State of Delaware State of Louisiana State of Nevada State of Pennsylvania State of West Virginia State of Florida State of Maine State of New Hampshire State of Rhode Island State of Wisconsin State of Georgia State of Maryland State of New Jersey State of South Carolina State of Wyoming District of Columbia Lists of political subdivisions and local governments in the above referenced states / districts may be found at http://www.usa.gov/Agencies/State and Territories.shtml and http://www.usa.gov/Agencies/Local.shtml *Some public agencies and political subdivisions of these states may be restricted by state statutes that limit competition among cooperative purchasing organizations by only allowing use of purchasing cooperatives sponsored by certain National Associations. Certain Public Agencies and Political Subdivisions: Cities, Towns, Villages and Boroughs including but not limited to: BAKER CITY GOLF COURSE, OR CITY OF ADAIR VILLAGE, OR CITY OF ASHLAND, OR CITY OF AUMSVILLE, OR CITY OF AURORA, OR CTTY OF BAKER, OR CITY OF BATON ROUGE, LA CITY OF BEAVERTON, OR CITY OF BEND, OR CITY OF B OARDMAN, OR CITY OF BOSSIER CITY, LA CITY OF BURNS, OR CITY OF CANBY, OR CITY OF CANYONVILLE, OR CITY OF CLATSKANIE, OR Requirements for National Cooperative Contract Page 18 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE CITY OF COBURG, OR CITY OF CONDON, OR CITY OF COQUILLE, OR CITY OF CORVALLI, OR CITY OF CORVALLIS PARKS AND RECREATION DEPARTMENT, OR CITY OF COTTAGE GROVE, OR CITY OF EUGENE, OR CITY OF FOREST GROVE, OR CITY OF GRANTS PASS, OR CITY OF GRESHAM, OR CITY OF HILLSBORO, OR CITY OF INDEPENDENCE, OR CITY AND COUNTY OF HONOLULU, HI CITY OF KENNER, LA CITY OF LA GRANDE, OR CITY OF LAFAYETTE, LA CITY OF LAKE CHARLES, OR CITY OF LEBANON, OR CITY OF MCMINNVILLE, OR CITY OF MEDFORD, OR CITY OF METAIRIE, LA CITY OF MILL CITY, OR CITY OF MILWAUKIE, OR CITY OF MONROE, LA CITY OF MOSIER, OR CITY OF NEW ORLEANS, LA CITY OF NORTH PLAINS, OR CITY OF OREGON CITY, OR CITY OF PILOT ROCK, OR CITY OF PORTLAND, OR CITY OF POWERS, OR CITY OF PRINEVILLE, OR CITY OF RIDDLE, OR CITY OF ROSEBURG, OR CITY OF REDMOND, OR CITY OF SALEM, OR CITY OF SANDY, OR CITY OF SCAPPOOSE, OR CITY OF SHADY COVE, OR CITY OF SHERWOOD, OR CITY OF SHREVEPORT, LA CITY OF SPRINGFIELD, OR CITY OF ST. HELENS, OR CITY OF ST. PAUL, OR CITY OF SULPHUR, LA CITY OF TIGARD, OR CITY OF TROUTDALE, OR CITY OF TUALATIN, OR CITY OF WARRENTON, OR CITY OF WILSONVILLE, OR CITY OF WINSTON, OR LEAGUE OF OREGON CITES THE CITY OF HAPPY VALLEY OREGON Counties and Parishes including but not limited to: ASCENSION PARISH, LA Requirements for National Cooperative Contract Page 19 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE ASCENSION PARISH, LA, CLEAR OF COURT ASSOCIATION OF OREGON COUNTIES BAKER COUNTY, OR BENTON COUNTY, OR BOARD OF WATER SUPPLY, OR CADDO PARISH, LA CALCASIEU PARISH, LA CALCASIEU PARISH SHERIFF'S OFFICE, LA CITY AND COUNTY OF HONOLULU, HI CLACKAMAS COUNTY, OR CLACKAMAS COUNTY DEPT. OF TRANSPORTATION, OR CLATSOP COUNTY, OR COLUMBIA COUNTY, OR COOS COUNTY, OR COOS COUNTY HIGHWAY DEPARTMENT, OR COUNTY OF HAWAII, OR CROOK COUNTY, OR CROOK COUNTY ROAD DEPARTMENT, OR CURRY COUNTY, OR DESCHUTES COUNTY, OR DOUGLAS COUNTY, OR EAST BATON ROUGE PARISH, LA GILLIAM COUNTY, OR GRANT COUNTY, OR HARNEY COUNTY, OR HARNEY COUNTY SHERIFFS OFFICE, OR HAWAII COUNTY, HI HOOD RIVER COUNTY, OR JACKSON COUNTY, OR JEFFERSON COUNTY, OR JEFFERSON PARISH, LA JOSEPHINE COUNTY GOVERNMENT, OR LAFAYETTE CONSOLIDATED GOVERNMENT, LA LAFAYETTE PARISH, LA LAFAYETTE PARISH CONVENTION &VISITORS COMMISSION LAFOURCHE PARISH, LA LAFOURCHE PARISH HEALTH UNIT — DHH-OPH REGION 3 KAUAI COUNTY, HI KLAMATH COUNTY, OR LAKE COUNTY, OR LANE COUNTY, OR LINCOLN COUNTY, OR LINN COUNTY, OR LIVINGSTON PARISH, LA MALHEUR COUNTY, OR MAUI COUNTY, HI MARION COUNTY, SALEM, OR MORROW COUNTY, OR MULTNOMAH COUNTY, OR MULTNOMAH COUNTY BUSINESS AND COMMUNITY SERVICES, OR MULTNOMAH COUNTY SHERIFFS OFFICE, OR MULTNOMAH LAW LIBRARY, OR ORLEANS PARISH, LA PLAQUEMINES PARISH, LA POLK COUNTY, OR RAPIDES PARISH, LA Requirements for National Cooperative Contract Page 20 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE SAINT CHARLES PARISH, LA SAINT CHARLES PARISH PUBLIC SCHOOLS, LA SAINT LANDRY PARISH, LA SAINT TAMMANY PARISH, LA SHERMAN COUNTY, OR TERREBONNE PARISH, LA TILLAMOOK COUNTY, OR TILLAMOOK COUNTY SHERIFF'S OFFICE, OR UMATILLA COUNTY, OR UNION COUNTY, OR WALLOWA COUNTY, OR WASCO COUNTY, OR WASHINGTON COUNTY, OR WEST BATON ROUGE PARISH, LA WHEELER COUNTY, OR YAMHILL COUNTY, OR Other Agencies including Associations, Boards, Districts, Commissions, Councils, Public Corporations, Public Development Authorities, Reservations and Utilities including but not limited to: BATON ROUGE WATER COMPANY BEND METRO PARK AND RECREATION DISTRICT BOARDMAN PARK AND RECREATION DISTRICT CENTRAL CITY ECONOMIC OPPORTUNITY CORP, LA CENTRAL OREGON INTERGOVERNMENTAL COUNCIL CLACKAMAS RIVER WATER CLATSKANIE PEOPLE'S UTILITY DISTRICT CLEAN WATER SERVICES CONFEDERATED TRIBES OF THE UMATILLA INDIAN RESERVATION COOS FOREST PROTECTIVE ASSOCIATION CHEHALEM PARK AND RECREATION DISTRICT DAVID CROCKETT STEAM FIRE COMPANY #1, LA EUGENE WATER AND ELECTRIC BOARD HOODLAND FIRE DISTRICT #74 HOUSING AUTHORITY OF PORTLAND ILLINOIS VALLEY FIRE DISTRICT LAFAYETTE AIRPORT COMMISSION, LA LOUISIANA PUBLIC SERVICE COMMSSION, LA LOUISIANA WATER WORKS MEDFORD WATER COMMISSION METRO REGIONAL GOVERNMENT METRO REGIONAL PARKS METROPOLITAN EXPOSITION RECREATION COMMISSION METROPOLITAN SERVICE DISTRICT (METRO) PORTLAND DEVELOPMENT COMMISSION, OR OREGON COAST COMMUNITY ACTION OREGON HOUSING AND COMMUNITY SERVICES OREGON LEGISLATIVE ADMINISTRATION SAINT LANDRY PARISH TOURIST COMMISSION SAINT TAMMANY FIRE DISTRICT 4, LA SEWERAGE AND WATER BOARD OF NEW ORLEANS, LA SOUTHEASTERN LOUISIANAN UNIVERSITY TRI-COUNTY METROPOLITAN TRANSPORTATION DISTRICT OF OREGON TUALATIN HILLS PARK & RECREATION DISTRICT TUALATIN VALLEY FIRE & RESCUE WILLAMALANE PARK AND RECREATION DISTRICT WILLAMETTE HUMANE SOCIETY Requirements for National Cooperative Contract Page 21 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE K-12 including but not limited to: BEAVERTON SCHOOL DISTRICT BEND -LA PINE SCHOOL DISTRICT BROOKING HARBOR SCHOOL DISTRICT NO.17-C CADDO PARISH SCHOOL DISTRICT CALCASIEU PARISH SCHOOL DISTRICT CANBY SCHOOL DISTRICT CANYONVILLE CHRISTIAN ACADEMY CASCADES ACADEMY OF CENTRAL OREGON CENTENNIAL SCHOOL DISTRICT CENTRAL CATHOLIC HIGH SCHOOL CENTRAL POINT SCHOOL DISTRICT NO.6 CENTRAL SCHOOL DISTRICT 13J COOS BAY SCHOOL DISTRICT NO.9 CORVALLIS SCHOOL DISTRICT 509J COUNTY OF YAMHILL SCHOOL DISTRICT 29 CULVER SCHOOL DISTRICT DALLAS SCHOOL DISTRICT NO.2 DAVID DOUGLAS SCHOOL DISTRICT DAYTON SCHOOL DISTRICT NO.8 DE LA SALLE N CATHOLIC HS DESCHUTES COUNTY SCHOOL DISTRICT NO.6 DUFUR SCHOOL DISTRICT NO.29 EAST BATON ROUGE PARISH SCHOOL DISTRICT ESTACADA SCHOOL DISTRICT NO.10B FOREST GROVE SCHOOL DISTRICT GEORGE MIDDLE SCHOOL GLADSTONE SCHOOL DISTRICT GRANTS PASS SCHOOL DISTRICT 7 GREATER ALBANY PUBLIC SCHOOL DISTRICT HEAD START OF LANE COUNTY HIGH DESERT EDUCATION SERVICE DISTRICT HILLSBORO SCHOOL DISTRICT HOOD RIVER COUNTY SCHOOL DISTRICT JACKSON CO SCHOOL DIST. NO.9 JEFFERSON COUNTY SCHOOL DISTRICT 509-J JEFFERSON PARISH SCHOOL DISTRICT JEFFERSON SCHOOL DISTRICT KLAMATH FALLS CITY SCHOOLS LAFAYETFE PARISH SCHOOL DISTRICT LAKE OSWEGO SCHOOL DISTRICT 7J LANE COUNTY SCHOOL DISTRICT 4J LINCOLN COUNTY SCHOOL DISTRICT LINN CO. SCHOOL DIST. 95C LIVINGSTON PARISH SCHOOL DISTRICT LOST RIVER JR/SR HIGH SCHOOL LOWELL SCHOOL DISTRICT NO.71 MARION COUNTY SCHOOL DISTRICT MARION COUNTY SCHOOL DISTRICT 103 MCMINNVILLE SCHOOL DISTRICT NOAO MEDFORD SCHOOL DISTRICT 549C MITCH CHARTER SCHOOL MONROE SCHOOL DISTRICT NO.1J MULTNOMAH EDUCATION SERVICE DISTRICT Requirements for National Cooperative Contract Page 22 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE MULTISENSORY LEARNING ACADEMY MYRTLE PINT SCHOOL DISTRICT 41 NEAH-KAH-NIE DISTRICT NO.56 NESTUCCA VALLEY SCHOOL DISTRICT NO.101 NOBEL LEARNING COMMUNITIES NORTH BEND SCHOOL DISTRICT 13 NORTH CLACKAMAS SCHOOL DISTRICT NORTH DOUGLAS SCHOOL DISTRICT NORTH WASCO CITY SCHOOL DISTRICT 21 NORTHWEST REGIONAL EDUCATION SERVICE DISTRICT ONTARIO MIDDLE SCHOOL OREGON TRAIL SCHOOL DISTRICT NOA6 ORLEANS PARISH SCHOOL DISTRICT PHOENIX -TALENT SCHOOL DISTRICT NOA PORTLAND JEWISH ACADEMY PORTLAND PUBLIC SCHOOLS RAPIDES PARISH SCHOOL DISTRICT REDMOND SCHOOL DISTRICT REYNOLDS SCHOOL DISTRICT ROGUE RIVER SCHOOL DISTRICT NO.35 ROSEBURG PUBLIC SCHOOLS SCAPPOOSE SCHOOL DISTRICT 1J SEASIDE SCHOOL DISTRICT 10 SHERWOOD SCHOOL DISTRICT 88J SILVER FALLS SCHOOL DISTRICT 4J SOUTH LANE SCHOOL DISTRICT 45J3 SOUTHERN OREGON EDUCATION SERVICE DISTRICT SPRINGFIELD SCHOOL DISTRICT NO.19 SWEET HOME SCHOOL DISTRICT NO.55 TERREBONNE PARISH SCHOOL DISTRICT THE CATLIN GABEL SCHOOL TIGARD-TUALATIN SCHOOL DISTRICT UMATILLA MORROW ESD WEST LINN WILSONVILLE SCHOOL DISTRICT WILLAMETTE EDUCATION SERVICE DISTRICT WOODBURN SCHOOL DISTRICT YONCALLA SCHOOL DISTRICT NO.32 Higher Education ARGOSY UNIVERSITY BATON ROUGE COMMUNITY COLLEGE, LA BIRTHINGWAY COLLEGE OF MIDWIFERY BLUE MOUNTAIN COMMUNITY COLLEGE BRIGHAM YOUNG UNIVERSITY - HAWAII CENTRAL OREGON COMMUNITY COLLEGE CENTENARY COLLEGE OF LOUISIANA CHEMEKETA COMMUNITY COLLEGE CLACKAMAS COMMUNITY COLLEGE COLLEGE OF THE MARSHALL ISLANDS COLUMBIA GORGE COMMUNITY COLLEGE CONCORDIA UNIVERSITY DEVRY UNIVERSITY - PORTLAND GEORGE FOX UNIVERSITY KLAMATH COMMUNITY COLLEGE DISTRICT LANE COMMUNITY COLLEGE Requirements for National Cooperative Contract Page 23 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE LEWIS AND CLARK COLLEGE LINFIELD COLLEGE LINN-BENTON COMMUNITY COLLEGE LOUISIANA COLLEGE, LA MARYLHURST UNIVERSITY MT. HOOD COMMUNITY COLLEGE MULTNOMAH BIBLE COLLEGE NATIONAL COLLEGE OF NATURAL MEDICINE NORTHWEST CHRISTIAN COLLEGE OREGON HEALTH AND SCIENCE UNIVERSITY OREGON UNIVERSITY SYS 1'EM PACIFIC UNIVERSITY PIONEER PACIFIC COLLEGE PORTLAND COMMUNITY COLLEGE PORTLAND STATE UNIVERSITY REED COLLEGE RESEARCH CORPORATION OF THE UNIVERSITY OF HAWAII ROGUE COMMUNITY COLLEGE SOUTHEAS I'hRN LOUISIANA UNIVERSITY SOUTHERN OREGON UNIVERSITY (OREGON UNIVERSITY SYSTEM) SOUTHWESTERN OREGON COMMUNITY COLLEGE TULANE UNIVERSITY TILLAMOOK BAY COMMUNITY COLLEGE UMPQUA COMMUNITY COLLEGE UNIVERSITY OF HAWAII BOARD OF REGENTS UNIVERSITY OF HAWAII-HONOLULU COMMUNITY COLLEGE UNIVERSITY OF OREGON-GRADUATE SCHOOL UNIVERSITY OF PORTLAND UNIVERSITY OF NEW ORLEANS WESTERN OREGON UNIVERSITY WESTERN STATES CHIROPRACTIC COLLEGE WILLAMETTE UNIVERSITY XAVIER UNIVERSITY State Agencies ADMIN. SERVICES OFFICE BOARD OF MEDICAL EXAMINERS HAWAII CHILD SUPPORT ENFORCEMENT AGENCY HAWAII DEPARTMENT OF TRANSPORTATION HAWAII HEALTH SYSTEMS CORPORATION OFFICE OF MEDICAL ASSISTANCE PROGRAMS OFFICE OF THE STATE TREASURER OREGON BOARD OF ARCHITECTS OREGON CHILD DEVELOPMENT COALITION OREGON DEPARTMENT OF EDUCATION OREGON DEPARTMENT OF FORESTRY OREGON DEPT. OF TRANSPORTATION OREGON DEPT. OF EDUCATION OREGON LOTTERY OREGON OFFICE OF ENERGY OREGON STATE BOARD OF NURSING OREGON STATE DEPT. OF CORRECTIONS OREGON STATE POLICE OREGON TOURISM COMMISSION OREGON TRAVEL INFORMATION COUNCIL SANTIAM CANYON COMMUNICATION CENTER Requirements for National Cooperative Contract Page 24 of 25 NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE EXHIBITS Exhibit E- NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE SEIU LOCAL 503, OPEU SOH- JUDICIARY CONTRACTS AND PURCH STATE DEPARTNIENT OF DEFENSE, STATE OF HAWAII STATE OF HAWAII STATE OF HAWAII, DEPT. OF EDUCATION STATE OF LOUISIANA STATE OF LOUISIANA DEPT. OF EDUCATION STATE OF LOUISIANA, 26TH JUDICIAL DISTRICT ATTORNEY Requirements for National Cooperative Contract Page 25 of 25 A. p lethod of roach e onse to tion I I Coo •r erative Contract PEOPLE WHO GET IT Response to National IPA Cooperative Contract 1. Provide a response to the national program. A. Include a detailed response to Attachment B, Exhibit A, National IPA Response for National Cooperative contract. Responses should demonstrate a strong national presence, describe how offeror will educate its national sales force about the contract, describe how products and services will be distributed nationwide, include a plan for marketing the products and services nationwide, and describe how volume will be tracked and reported to National IPA. 3.0 SUPPLIER QUALIFICATIONS Supplier must supply the following information in order for the Principal Procurement Agency to determine Supplier's qualifications to extend the resulting Master Agreement to Participating Public Agencies through National IPA. 3.1 Company A. Brief history and description of your company. Founded in 1984, CDW is a leading provider of technology solutions to over 250,000 customers composed of small-, medium-, and large -sized public and private entities. CDW Government LLC (CDW•G) is a wholly owned subsidiary of CDW Corporation, incorporated in 1998 to address the specific needs of our government, education, and healthcare customers. Our unique company structure provides our customers products and services only a large national reseller can provide, combined with a local presence typical of a small business. We have a large manufacturer presence in our offices across the country and blanketed in the field with our field account executives. Account Teams are further segmented by agency type, education (K12/High Ed) or government, which allows us to provide each customer with one contact who is knowledgeable of every nuance of their organization. CDWG is one of the largest direct marketing resellers in the U.S., currently carrying more than 100,000 name -brand technology products from over 1,000 leading IT manufacturers. Our two state — of — the — art distribution centers are capable of handling 141,000 shipments daily, out of a combined area of almost one square mile. We utilize a just -in -time inventory system to ensure we have the products in stock and ready to ship, and send them out to our customers with a 99.7% shipping accuracy. We launched our e-commerce website in 1995, as an additional avenue to service our customers. In May 2012, CDWG was ranked No. 10 on the list of America's largest e-retailers by Internet Retailer's Top 500 Retail Web Sites Guide for the third consecutive year. Though our selection of product is very wide, CDW.G delivers more than just product; we also deliver IT solutions. We offer a full spectrum of technology services including cloud computing, consulting, system configurations, implementation, and training. CDWG designs and implements complete business solutions that address a full range of complex issues including, but not limited to Business Continuity, Infrastructure Optimization, Networking, Security Management, and Unified Communications. Our intricate offering coupled with our customer -centric business model, is the reason for our success. A testament to this success is our continued upward sales trend, combined sales of products and services to both public agencies and commercial business totaled over ten billion dollars in 2012. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 10 PEOPLE WHO GET IT B. Total number and location of sales persons employed by your company. CDWG currently employs more than 1,360 coworkers, part of our larger organization of 6,900 employees nationwide and in Canada, with 43 different locations. More than 840 of our CDWG dedicated sales force are Account Managers, in addition to 65 Field Account Executives placed throughout communities across the nation. C. Number and location of support centers (if applicable) When CDWG was awarded the City's contract in 2008 we had offices in five states and Canada. Since this time, we have drastically expanded our location portfolio across 20 additional states, and have added second/multiple offices in a number of our original five states and Canada. Currently, we have 43 separate locations. Speaking specifically to the benefit of this contract, seven of the states with new locations are also in the ten states with the highest historical spend on the contract. Neer locations since 2008 Locations :atcontractlncption (2000) Impressive Growth. CDWG locations span across 25 different states, nationwide CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 11 PEOPLE WHO GET IT D. Annual sales for the three previous fiscal years. Below you can see evidence of CDW Corporation's sales growth, and our growth on the contract as well. You will note that since the recession of 2009, CDW.G consistently drives compounding growth in both areas, and anticipates these upward trends to continue. Also notable, the growth rates of National IPA exceeding the standard rate for CDWG, verifying our good faith effort to promote the contract within our existing client base. ear Explosive Sales Growth nnual Revenues NationalIPA ($ Millions) YGro 2009 2o1"o 2201 1 E. Submit your FEIN and Dunn & Bradstreet report. CDW.G FEIN: 36-4230110 Dun & Bradstreet numbers: CDW Corporation CDW Government, Inc. 107627952 026157235 We include our reports in a separate, confidential file. 3.2 Distribution, Logistics A. Describe how your company proposes to distribute the products/service nationwide. We have access to more than 100,000 brand -name products from over 1,000 leading manufacturers. We carry over $200 million in inventory, and ship most in -stock products the same day they are ordered. The result is that contract purchasers receive a shipment from CDW.G in just 3-5 days, far surpassing our competitor's capabilities. In order to provide contract members with new technology as it becomes available, it is important for CDW.G to keep a large breadth of products and fresh inventory on hand. We constantly monitor trends within the IT industry to ensure that we are offering our customers the latest technology and "best of breed" solutions. Using a just -in -time inventory management system, our purchasing department excels at keeping a one- to four -week supply of products in our distribution centers (depending on current sales volume trends for each product). Overall, our inventory turns an impressive 24-26 times per year. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 12 Unmatchable Ship Times. Customers receive orders in just 3-5 days with CDW.G. PEOPLE WHO GET ir. The distribution centers' automated system scans bar-code labels on each product, pick list, and shipping label, resulting in increased delivery speed and accuracy. Some of our smaller items require coworker assembly; "Ready Ship" products (items that ship in their original carton) move through the system even faster. Once the order shipment is ready for loading, a final scan determines the correct truck (for instance, FedEx overnight) and sends it down the designated conveyor into the truck. The automated systems even help to Toad the trucks in ways that optimize shipment -processing speeds. In fact, nearly every step of CDW•G's distribution process is automated and ISO 9001:2000 quality certified. Combined with experienced administration in our Program Management, warehouse, and financial departments, these systems are essential in providing the efficient service needed to keep pace with the volume we experience, as we ship up to 54,000 boxes daily. Contract members benefit from these automations through lower prices and faster service. CDW•G's strategic relationships with industry leading original equipment manufacturer (OEM) technology partners, such as HP, Cisco, Lenovo, and Apple, means not just product discounts, but greater access to products and a more efficient procurement processes. CDWG's status as the largest partner of many of our manufactures influences our OEM partners, resulting in direct benefits to our customers. We receive timely notification regarding product changes, including advance notification of product shortages, and products nearing end of life. When there is a product shortage and other vendors do not have access to these products, we can often procure them from another source. Many times when CDWG receives notification of an upcoming stock outage, we utilize our distribution centers' large capacity for volume purchases, keeping stock on hand for our customer's present and future needs. B. Identify all other companies that will be involved in processing, handling or shipping the products/service to the end user. CDWG believes another important step in successful order fulfillment is utilizing shipping partners that are as focused on customer service excellence as we are. As one of the largest direct marketing resellers in the U.S., CDW.G has positioned ourselves very closely with the major carriers, in order to provide a wide range of delivery options to meet our customers' varying needs. We ship the majority of our products via UPS and FedEx, due to their extensive service capabilities, excellent record for on -time delivery and competitive pricing. In fact, both companies have employees on site at our warehouses, individuals with a long history of supporting CDWG. We can also leverage the carrier's intermodal transport options. Additionally, we have contracts with truckload (TL) and less than truckload (LTL) carriers for large orders and heavy products. If a carrier is not meeting our on -time delivery requirements, we remove the carrier from our preferred shipper list. C. Provide the number, size and location of your company's distribution facilities, warehouses and retail network as applicable. Large Inventory Capabilities. Two warehouses shipping 135,000 units daily CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions CDWG's two strategically located distribution centers have a combined size of almost one million square feet. Our Central Distribution Center in Vernon Hills, IL, ships primarily to customers in the eastern half of the U.S. Our Western Distribution Center, in Northern Las Vegas, NV, ships primarily to customers in the western half of the U.S. However, each distribution center serves Page 13 PEOPLE M GET JM. as backup for the other. They receive inventory valued at about $21.0 million per day, or between 78 to 80 truckloads a day, processing a combined average of 135,000 units daily. A state-of-the-art Warehouse Management System (WMS) controls both of these centers, ensuring speed and accuracy throughout the order fulfillment and distribution processes. In addition to working with OEM partners to supplement our direct purchasing model, CDWG has developed strong affiliations with principal distributors. Like our OEM partners, they send us daily electronic data interchange (EDI) downloads, giving us visibility to inventory at their locations. Further, our top three distribution partners provide real time inventory information. Using this mufti -layered procurement structure, we secure out -of -stock product(s) within as little as 24-48 hours, depending on customer requirements. D. State any return and restocking policy and fees, if applicable, associated with returns. CDWG offers a 30-day return policy on most products sold. Of the returns we accept, a minimum 15% restocking fee applies for non -defective product returns. For our complete return policy, please see Tab 10, Appendix of this response. Customers may also obtain additional information by contacting their Account Manager or CDW customer relations at 866.SVC.4CDW, returnscdw.com. 3.3 Marketing and Sales A. Provide a detailed ninety -day plan beginning from award date of the Master Agreement describing the strategy to immediately implement the Master Agreement as your company's primary go to market strategy for Public Agencies to your teams nationwide, to include, but not limited to: I. Executive leadership endorsement and sponsorship of the award as the public sector go -to - market strategy within first 10 days David Hutchins, CDW•G's VP of State Sales, is an executive sponsor of the City's contract. He continues to focus sales teams on the success of the contract, and continually collaborates with manufacturer partners, allowing CDW.G to provide contract users even deeper discounts than the established contractual rates. This includes the HP discount, negotiated by CDWG for the benefit of National IPA membersutilizing the City's contract, as detailed further in our price offering. Tara Barbieri, CDW•G's Director of Contracts, is also an executive sponsor for the contract. She has endorsed and sponsored this contract since the inception in 2008, and shall continue this role upon award. In her position, she is dedicated exclusively to our company's contractual sales, and leads with the knowledge and experience in cooperative purchasing contracts. CDWG already holds a myriad of public agreements, some with mandatory use requirements within individual states. We cannot agree to market the City's contract as our primary public sector go -to -market strategy; however, we have included an appropriate marketing plan and pledge to continue focusing on the contract's success and awareness. We believe this pledge should not be viewed lightly, as with our support, this contract's spend has surpassed the City's initial $25 Million yearly projection four fold under CDWG's management. In fact, this rate even exceeds our own growth as a company. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 14 Rapid Growth. Three of 2012 Quarters reached higher sales than the yearly projections set in 2008 PEOPLE WHO GET T'. CDWG takes our commitments very seriously, we do not mince words with our partners, and Tucson is our partner in delivering on the accompanying National IPA Agreement. We anticipate some respondents may gloss over this section's requirement, giving the impression they will dedicate themselves solely to the success of this contract when in fact they too hold a number of contracts, including contracts with similar requirements such as this. A simple internet search returns the following contracts for responding vendors. el Insight ." Tech Depot WAIT GovConnection` Western States Contracting Alliance (WSCA) Mlltdwesierrr f-lighe d Compac(ltlt�lEC Public Sourcing Solutions (PSS) mu i Texas DIR DBITS The Cooperative Purchasing Network (TCPN) �.3�`�� �Consortlt tncependi �Sch�ools) Wisconsin Intel MiCTA Computer Hardware Contract State of MO PC Prime Vendor Contract ucatlon The Cooperative Purchasing Network (TCPN) National Cooperative` Purcl asing Alliance (NGPAia' We will not belabor the point throughout our response as this theme of "primary" offering is repeated in several questions, we will simply detail our response with precisely the commitment that CDWG makes to the City and by extension, National IPA for each question. You can be confident we will deliver on those promises. II. Training and education of your national sales force with participation from the executive leadership of your company, along with the National IPA team within first 90 days CDWG will exceed this requirement. Our Public Sector Account Managers are actively marketing the contract to their customers (presently tracking over $74.38 million in potential opportunities under the National IPA pipeline) and are very familiar with the nuances of the contract. This is an enormous benefit to the City, National IPA, and the immediate momentum of the new contract. With CDWG, there is no need to start from scratch, familiarizing a completely new management team and educating a new group of Account Managers to a foreign contract. Even after training is complete, other vendors are likely to experience a period of growing pains as they acclimate their sales staff to the offering. This ramp -up time will undoubtedly have a negative effect on contract sales. As National IPA and the City are aware, this is often the case with new contracts. The current contract saw success atypical of most, quickly achieving 4 million dollars in purchases within the first CDW Government LLC Page 15 02/14/2013 The City of Tucson Information Technology Solutions PEOPLE WHO GET IT' four months from inception. We believe this success was due in large part to CDWG's experience in managing contracts, and the City's commitment to sound procurement practices. The contract is now supporting close to five times its 2009 purchases (the first full year of the contract). While we would not expect sales to dip to the original 2009 numbers with a new vendor, we believe CDW.G is uniquely positioned to deliver growth over $99 million in 2013. With CDWG, all aspects of transitioning to the new contract will be seamless. The City and National IPA does not have to worry about member confusion or orders lost during training and setup time. Instead, business continues as usual and training time is used as a refresher, providing contract updates and focusing on strategies to increase business. B. Provide a detailed ninety -day plan beginning from award date of the Master Agreement describing the strategy to market the Master Agreement to current Participating Public Agencies, existing Pubic Agency customers of Supplier, as well as to prospective Public Agencies nationwide immediately upon award, to include, but not limited to: I. Creation and distribution of a co -branded press release to trade publications within first 10 days CDWG's Marketing contact will work with National IPA to create and distribute this announcement at the transition of the new award. II. Announcement, contract details and contact information published on the company website within first 30 days CDW.G will exceed this requirement. As this site is presently live for the current contract, CDWG can reload the new contract pricing within a matter of minutes and will have our website operational on the 1st day of the new contract. In fact, should the City decide to continue your partnership with CDW.G for this contract, we propose to amend the current contract with the newly agreed upon contract rates, giving purchasers access to additional savings months in advance of the award date, and during the May -June flurry of buying activity. II(. Design, publication and distribution of co -branded marketing materials within first 90 days CDW.G already has much of this material. We are pleased to perform updates to the material and shall accomplish this well within the 90-day time frame. We propose a marketing strategy meeting with National IPA to discuss a refreshed approach and specific goals/targets for the new contract. CDW.G is eager to share our current marketing processes for the contract, including our quarterly "Plays" aimed at increasing contract awareness; our SharePoint site, giving account teams easy access to marketing strategy and materials; and our monthly email campaigns to all National IPA members. Additionally, we look forward to discussing our ideas to gain contract awareness, with increased focus in the K12 sector and our top OEM partners. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 16 Nlhm<tier gdirnrgantatlan Isn.,,3mtrsetuave:mbst beatA to k ap op.. Eves,4ry 4vatit* btrdu+stm&1 at otgala. do rtlnd'u0d kbphmseratttw bdR'Mafe xgtatxfnstiri mule wrote tar t6$r news. From c.txEmtdmj prmAtt1Nitg to kan tg trmsr kn—eadusers hav&rilraryCu.netd. crw.W%atrAkotmaleogement team and a ptNcaa'Fa6r4L pva ratf(YOg3g5:7p tbac ystutW_s a@ aasstariesaudsorvImt Aran T THEE pna wfndatvxSgvn 012 bt•ndam. lTATIN IcatUt r fit 1I9 Rdnbatta9 CdMrtivt brm AnE tVtbpramlain a dunw.rcyl+u fdea5 4z pirk ve4 FbdeF&BAttj YryYt�dlYc(. Blended Marketing. Pairing marketing material with live — touch campaigns. PEOPLE WH .., GET 1T. IV. Commitment to attendance and participation with National IPA at national (Le. NIGP Annual Forum, NPI Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, etc.) and supplier - specific trade shows, conferences and meetings throughout the term of the Master Agreement In 2013 CDWG's schedule includes over 100 regional and nearly as many national events. In past years, we have attended many events in which we promoted the contract, including NIGP, NASPO, CAPPO, and FAPPO. We shall continue this practice new agreement as well. For 2013, we are already committed to attend NIGP events, NASPO, and the National IPA Partner Summit. Additionally, we are such a committed vendor; we are willing to share our best practices with other non - competing National IPA vendors. Sales Manager Pat O'Brien has agreed to share some of these practices with other National IPA vendors at the Partner Summit, helping increase the success of all National IPA's contracts. V. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by National IPA for partner suppliers. Booth space will be purchased and staffed by your company. In addition, you commit to provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as directed by National IPA. CDWG has enjoyed participating in the NIGP Annual Forum and will continue to do so. We believe in the theme "Better Together" and look forward to sharing our best practices with other National IPA vendors. VI. Design and publication of national and regional advertising in trade publications throughout the term of the Master Agreement CDWG advertises the contract in our own highly viewed publications and our contract specific email campaign. We will continue to promote the contract via avenues such as our EdTech and StateTech publication sites, while continuing to penetrate the market with a live -touch approach. VII. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces, presentations, etc.) CDWG continues to market and promote the contract, through various avenues such as announcements in our publications, email campaigns, as well as on the contract's CDWG premium page. We look forward to working with National IPA to develop our marketing strategies even further. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 17 High Visibility. Spreading awareness through a variety of publications. PEOPLE WHO GET IT' VIII. Dedicated National IPA Internet web -based homepage with: • National IPA standard logo; • Copy of original Request for Proposal; • Copy of contract and amendments between Principal Procurement Agency and Supplier; • Summary of Products and pricing; • Marketing Materials • Electronic Zink to National IPA's online registration page; • A dedicated toll free number and email address for National IPA CDWG exceeds this requirement, as our current National IPA Premium Page, www.cdwq.com/nationalipasolutions presently includes these elements. The page includes the National IPA logo and a description of the contract, with multiple direct links to National IPA's Home Page and Registration Page. We provide members with categories that mirror the contract, easily allowing them to locate the product or service they are looking for. We include "featured products" highlighting solutions that we select for their excellent value or popularity among purchasers. Additionally, we not only have a toll -free number and address for National IPA members, and feature a dedicated Account Team included on the website, which highlights when they are available for customers. In conjunction with National IPA, we will continue to develop this site, increasing functionalities and promotion of the contract. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 18 PEOPLE WHO GET IT" "i ::°9 n Cart (.0 ATIONA PA Search for.,. Information Technology Solutions Agreement Publicly solicited and awarded by City of Tucson,. Arizona and offered nationally through National IPA. Welcome to the National Intergove Purchasing Alliance Information Technology Solutions Agreement Website. This agreement (Contract $083052) is a result of a compe solicitation bythe City of Tucson and awarded to CDW-G. This agreement offers discounts in software, software licensing & maintenance, hardware and peripherals. Agencies may became partici National IPA via their website at www.natirnalina orq National IPA is a cooperative purchasing program offered to pubic agencies and agent s for public benefiL IL to an optional prugrar❑ witty nu ;flint nmorn purchase tequkernerits and nu fees. FEATURED PRODUCTS HP ProBook 4540s -16.8" - Core 133110M - Windows 0 Pro 1 Windows 7 Profes Core i33110M114GIIs- Windows 8 Pro 1 Windows Professional6.1 bit downgrade - pre -Installed: Windows 7 -4 GB RAM - 5000BHDD-DVD SuperMulti -15.6" HD anti- glare wide 1366x768/HD- Intel HD Graphics 4000 - brushed aluminum - Smart Buy National IPA Techr wlugy Solutions. $SSA :5g '+fttr`:zi¢'c CBNTRACTS 'Search:Within.ycii Gables (18642), =GornputerAceessones Cornputers:;:(5627) f eta Sterage_Prodiic 'Electronics (4394 M4em4:(2760)'. ,ionrtor^ & Projector^ (577&: CONTACTS Adobe Acrobat XI Pro - ( v. 11) - license ( v. t 1) -license -1 user - GOV-TLP-fowl 1(1+)- Wtn, Mac - 450 points - Universal English National IPA Technology Sntrrtinns $352 19 Derrick Graff - in Account Manager Phone- (nri6) 339-7070 Email • logo and Contract •Descnprlae :..... HP Compaq LA2205wg 22" Wide LCD Wdescreen, 22 hi LCD Monitor, 1000:1 contrast ratio, 1680 x 1050 max resolution, 5 ms response line, Pivot (rotation) adjustment, Height adjustment, 'lilt adjustment, Swivel adjustment, MA (HD - lb) interface, UVI interface, DisplayPortinterface, 3 year warranty National IPA Technology Solutions $184.26 Copyright 0 2007 - 2.012 CDW. A11 Rights Reserved. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Lenovo ThinkPad X230 2324-12.5"- Core i5 3210M -Windows 8 Pro 84- bit t Corei5 3210M / 2.5 GHz - Windows 8 Pm 64-bit 1 Windows 7 Professional 84- bit downgrade - pre -installed: Windows 7 -4 GB RAM - 500 GB HOD -12.5" wide i388x7081HD-InfeJHn Graphics 4000 - 3G upgradable - I opSeller National IPA Technology Solutions $1,026.42 "IAltiiAdptQ6drt wor(ang Produc€s {19839) Y {thee Equipment & Suppress (4844) Power Coolmg&Rack (I1067) Printers Scanners & Pont Supplies (15619) servers & $erverllapapemerri(2$88) Services (40329) Pat O'brlen - in Sales Manager Phone- (R77) R6R-2007 Croat Page 19 Cisco Unified IP Phone 7942G IP Phone 79420 National IPA Technology Solutions $334.55 AO to Gee: Xerox DocuMate 3220 Document Scanner Hi -Speed USB, Document scanner, 23 ppm max scan speed BIW,12 ppm max scan speed color, 600 dpi max H-uptcai rr alutiurr, 1 year warranty National IPA Technology Solutions $2/2.45 Wilson Garcia• In Program Manager - Sales Phnne-(177)395-R223 Cmail Mato Register Contract, iRFP, and Maiktting 's;Itetenats PEOPLE WHO GET Ifi C. Describe how your company will transition any existing Public Agency customers' accounts to the Master Agreement available nationally through National IPA. Include a list of current cooperative contracts (regional and national) your company holds and describe how the Master Agreement will be positioned among the other cooperative agreements. CDWG prides itself on keeping the commitments we make to every one of our customers and partners. As the City and National IPA are both well aware, CDW.G currently holds a significant number of cooperative purchasing contracts including National Intergovernmental Purchasing Agency (National IPA) such as, Association of Educational Purchasing Agencies (AEPA), National Joint Powers Alliance (NJPA), and The Cooperative Purchasing Network (TCPN). CDWG is solutions focused; just as we are vendor agnostic and provide consultation assist the client to choose the best laptop to meet their needs, we provide benefits of the program, and allow the customer to select the contract best suited for their specific procurement needs. Therefore, for all of our national contracts, we have maintained transparency of our contract portfolio to our customer and negotiated the removal of language such as "most favored customer" and requirements such as this. CDWG continues to prove without a doubt that we can keep our commitment to making this contract prosperous amongst our portfolio of offerings. We have transitioned a number of customers and their solicitation opportunities to this contract, in the form of piggyback contracts. Some of these customers include the City of Phoenix, City of Atlanta, University of Colorado, and DeKalb County. Moving forward, we will continue to loop new members in to the contract and sustain the growth. D. Acknowledge that your company agrees to provide its company/corporate logo(s) to National IPA and agrees to provide permission for reproduction of such logo in marketing communications and promotions. National IPA has several CDW.G logos at their disposal under our general guidelines for intended use, they are included here for ease of evaluation. Logos & Guidelines CDW welcomes customers, media and other entities to use our corporate logo, as needed. The core component of CDW's brand identity is its corporate logo; therefore, we ask that you carefully consider the following guidelines when using it. Logo Usage Guidelines When using the CDW logo, you agree to the following: 1. You may use the logo(s) only in the exact form provided by CDW and only to accurately and actively link from a website that is under your control to the home page of CDW.com (or another address provided by CDW) and for no other purpose. 2. You may not incorporate the logo(s) into any other logo or design. 3. You may not to use the logo(s) in a way that suggests that you or your company or products are affiliated with CDW or its products or services in any way. 4. You may not display the logo(s) on any website that disparages CDW or its products or services, infringes any CDW intellectual property or other rights, or violates any law or regulation. 5. No other logo or design element should appear within 0.5 inches of the CDW logo, 6. You may not frame or alter the CDW website in any way. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 20 PEOPLE�y�� WHO GET ir 7. At CDW's direction, you will immediately remove the logo(s). 8. Your limited right to use the logo(s) does not constitute a grant of any other right or license. All other rights are reserved by CDW. 9. CDW disclaims all warranties, express and implied, regarding the logo(s), including warranties against infringement. You agree to indemnify CDW from and against any and all claims and liabilities arising out of your use of the logo(s). E. Supplier is responsible for proactive direct sales of Supplier's goods and services to Public Agencies nationwide and the timely follow up to leads established by National IPA. All sales materials are to use the National IPA logo. At a minimum, the Supplier's sales initiatives should communicate: I. Master Agreement was competitively solicited by a Principal Procurement Agency II. Best government pricing III. No cost to participate IV. Non-exclusive contract We are happy to update our current National IPA flyer with the new contract information. We would like to further discuss the inclusion of II and IV, and will revise our marketing pieces to include mutually agreeable message that best represents the value of the contract. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 21 PEOPLE GET lip. COWG and National IPA offera competitively solicited and awarded cooperative purchasing agreernent for Information Technology 5olUtiOn s.:Awarded by t city of Tucson, A rfz,; th is 4reementfeaturesa cornpreh enslyereng e of technology solutions incIddIngl • Systems • input Devices • StdrageiD eVIces. • NetWork E pent Medfa Supplies vServItes • Printers • Software • Projectors • Software Licensing To simplify th 0CH-chasing forOceSs, CDWG Offers NaticinglIPA particip atingiage ncie s special pricing:on technologysOlutiont across a. breadth of vendors; tD'O.G also brings tirtmtche0 levels of service, a clylte.and support from expert tearn,VjSit • COWG.comtnationalipasolutionsfOr a corn plete.list of produtts and serVices available. To simplify your ptirthate, search by keywOrdOhbrowse,by product category:and use t he. re source I inks to access other yalua bje Information%, Information Technology Solutions Contract # .083052 The NatIOnal IPA contratt pOrtfolio, Including the CDWG agreement, is aVailable topublicagenCies,edijeatfonal institutions and age ocie for pphlIchenet t, There is no f ep t o participate and no minimum p urchaser re q ultern ents,Regl sterat naUonaHpabrg Let Notidnal I PiAand CDWG sol.veyourr:esource problems an d technology requirements With obeiagreeMent, Formore information, contact your CDWGaccok.int manager or National IPA representative today. 800.8084239 1 CDWG.cominationalipasolutions ,t:.ICIATIONALI PA PEOPLE WHO GET IT' F. Supplier is responsible for the training of its national sales force on the Master Agreement. At a minimum, sales training should include: I. Key features of Master Agreement II. Working knowledge of the solicitation process Ili. Awareness of the range of Public Agencies that can utilize the Master Agreement through National IPA As noted above, CDWG's sales force training shall include contract updates, which incorporates the requirements listed. We provide our current contract training slide deck in Tab 10, appendix. G. Provide contact information for the person(s), who will be responsible for: I. Marketing II. Sales III. Sales Support IV. Financial Reporting V. Contracts CDW.G provides familiar faces for contract support, each of them subject matter experts in the noted areas of the City's contract. Marketing Denise Cushan.eyt Sr. :Manager Segment Marketing tenicscd Sales Spppo:. _ at 'O'Brien les Manager pateb Finns Reporting Wilson Garcia Program Manager wilsgar rd' Con tr Tara Barbieri Director, Program Sales taracet cd vg,ce H. Describe in detail how your company's national sales force is structured, including contact information for the highest -level executive in charge of the sales team. We structure our sales force on the philosophy that everything we do revolves around our customer. In order to completely support our customers, CDW.G feels it is our duty to provide one connection to all of their IT solution needs. This one connection is the customer's Account Manager. Much like our customer - centric mindset, we focus on providing our Account Managers 360 degrees of expertise, so each National IPA member knows that there are many authorities at play in providing the customer service they are accustomed to with CDW.G. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 23 PEOPLE WHO GET IT. CDW.G currently provides our customers with over 840 Account Managers, each supporting customers in a specific region and industry, and serving only customers exclusively within their assigned boundaries. CDWG divides our Account Teams by the following segments: • State and Local Government • Federal Government • K-12 Education • Healthcare • Higher Education Pairing this structure with regionalization leads to an Account Manager fully vested in their customers and giving them the ability to provide industry and region insight and facilitate relationships with local vendors, developing a higher level of specialization for their customers' unique needs. I. Explain in detail how the sales teams will work with the National IPA team to implement, grow and service the national program. Implement: CDWG is eager to continue working with the National IPA team to develop the national program. We have joined forces for customer presentations, such as with the Illinois Community College System Foundation, San Mateo County, and the City of New York, among others. We will continue collaborating and remaining in the sights of our customers. Additionally, we will continue keeping Account Managers engaged and trained. State and Local Sales VP David Hutchins and Sales Manager Pat O'Brien will continue working with National IPA to develop strategies to implement best practices with our CDWG Account Managers, such as our successful Play campaign. Grow: We look forward to increasing our market presence with National IPA for the next contract. While we believe we have had great success with the contract, we realize there is always room for improvement. We would like to expand our collaboration efforts with the National IPA team, such as increasing our presence at customer sites. Moreover, we believe there is potential for an increase in efforts to drive potential opportunities by ensuring our front line, CDWG Account Managers, continue to work in cadence with the National IPA team. Finally, we know that sharing best practices benefits everyone, and happily agree to help grow National IPA's national portfolio by sharing some of our best practices with other vendors at the National IPA partner summit. Service: We shall continue providing a fully engaged and enthusiastic team to service this contract. Program Manager Wilson Garcia will continue providing detailed reports and Quarterly Business Reviews. These allow CDWG and National IPA to define potential areas of growth to continue to increase sales on the City's contract, such we did with the K12 market. Sr. Segment Marketing Manager Denise Cushaney will continue working with the National IPA team and the City to develop custom marketing pieces and marketing initiatives to increase contract visibility. David Hutchins will continue collaborate to develop ways to drive the business by leading account teams and negotiating with manufacturers. J. Explain in detail how your organization will manage the overall national program throughout the term of the Master Agreement, including ongoing coordination of marketing and sales efforts, timely new Participating Public Agency account setup, etc. Since CDWG is the incumbent of this contract, we expect our management strategy varies greatly from that of any other potential awardee. Working with the City and National IPA for five years, we have already uncovered and resolved roadblocks to the mutual satisfaction of all contract stakeholders; tackled the typical growing pains associated with a new contract; and fine-tuned the contract management process. Examples of this problem resolution include adding and implementing services rates to the CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 24 PEOPLE WHO GET i contract and adding nonprofit agencies to the contract user group. This familiarity allows us to improve upon processes where other vendors would be starting from scratch. As detailed previously, we continue to participate and collaborate marketing efforts. CDWG's marketing and sales coordination includes more than just glossy marketing flyers. We know customers are more likely to respond to live contact, and therefore focus our marketing campaign on this mindset, complimented by publications and advertisement. We work with our partners to keep our account managers trained on our available contracts. For this contract, we pair internal training with that provided by National IPA, such as teaching Account Managers how to enroll customers and pointing out the contract documents allowing customers to ensure compliance with their procurement regulations. Often, when a CDWG customer utilizes the City's contract, it is a direct result of their Account Manager informing them of the benefits of the agreement. Additionally, as part of our internal Sales Enablement drive, CDWG initiated a quarterly "PLAY" campaign, which targets low spend member accounts. This campaign, is developed and maintained internally by a team of CDW.G leaders from sales enablement, product partner management, sales, business intelligence, and marketing. The program provides Account Managers insight to the specific contract benefits to their targeted customers. Information Account Managers are armed with includes an overview of the customer target; the contract details to discuss; a guide on how to create the conversation, including how to start the conversation, talking points, qualifying questions, and overcoming objectives; a product guide; supporting documents; and a contact list of subject matter experts and internal resources who can provide assistance. The results for the City's contract are substantially higher than company average, as highlighted in the graph below from the November campaign. Account Managers see a 40% quote response rate, and 25% order response rate. This resulted in over $160,000 additional sales orders from this November campaign alone. Qualified Quote Dollars Order. Response; Rate . Furthering Sales Reach. Successful Play campaign increased contract sales over $160,000 in November alone. In the same timeframe that Plays are scheduled to be initiated, customers receive complimentary marketing collateral such as direct mailers, whitepapers, email, and catalogs, related to the contract. CDWG also continues to effectively set up new customer accounts. Wilson Garcia, your dedicated Program Manager, adds new members to the contract typically within a week of receiving a new member CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 25 PEOPLE WHO GET IT" list from National IPA. Should a new member need immediate access to the contract, CDW.G Account Managers have been trained to request that the new member forward the confirmation they receive from National IPA. The Account Manager then provides this confirmation and the customer's CDWG account number to Wilson, who immediately adds them to the system for contract access. K. State the amount of your company's Public Agency sales for the previous fiscal year. Provide a list of your top 10 Public Agency customers, the total purchases for each for the previous fiscal year along with a key contact for each. CDW.G sales for 2012 totaled $4.02 Billion, an increase of 7.1% from the previous year. While we cannot provide the requested top 10 Public Agency customers, we provide the top customers from the current contract, based on spend since January 2011. We respect the privacy of our customers, and thus provided spend and contact information separately in a confidential file for those customers willing to be utilized as a reference. 4.02 jlljon 2012 CDWG Sales Nationwide recognition. Continued YOY sales increase, proof CDW•G is a recognized industry leader. Customer end (in Millions) Contact Contact Info Clark County, NV l tllsbc rouge oun Orange County, CA aeksonvl Universi of Arizona, AZ Lee Count, FL Mersti Atlanta, GA coa ami adze Provided separately in a confidential file L. Describe your company's information systems capabilities and limitations regarding order management through receipt of payment, including description of multiple platforms that may be used for any of these functions. CDW.G accepts payment through: • Credit Cards* (American Express, Diner's Club, Discover, MasterCard, Visa) • Checks • EDI • EFT (Electronic Funds Transfer) • Procurement Cards *With a credit card order, CDW.G requires the credit card information at the time you place the order. Please note that we do not accept credit cards for term accounts. CDW.G supports EFT formats including CTX, CPT and CCD. We can also send data as a CIF and CSV. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 26 PEOPLE WHO GET ir M. Provide the Contract Sales (as defined in Section 10 of the National Intergovernmental Purchasing Alliance Company Administration Agreement) that your company will guarantee each year under the Master Agreement for the initial three years of the Master Agreement. $ .00 in year one $ .00 in year two $ .00 in year three. CDWG does not guarantee sales, but for comparison purposes, we project the following sales for the next three years on the City's contract, based on the present trajectory of the contract. 125.19 Million in year one 167.19 Million in year two 193.02 Million in year three Commitment to Success. CDWG continues to drive N. Even though it is anticipated that many Public Agencies will be able to utilize the Master Agreement without further formal solicitation, there may be circumstances where Public Agencies will issue their own solicitations. The following options are available when responding to a solicitation that is for Products covered under the Master Agreement. II. contract sales, increasing YOY. Respond with Master Agreement pricing (Contract Sales reported to National IPA). If competitive conditions require pricing lower than the standard Master Agreement pricing, Supplier may respond with lower pricing through the Master Agreement. If Supplier is awarded the contract, the sales are reported as Contract Sales to National IPA under the Master Agreement. III. Respond with pricing higher than Master Agreement only in the unlikely event that the Public Agency refuses to utilize Master Agreement. If alternative or multiple proposals are permitted, respond with pricing higher than Master Agreement, and include Master Agreement as the alternate or additional proposal. Detail your strategies under these options when responding to a solicitation. CDWG currently practices both I and II of this requirement and shall continue to do so. As we treat the agreed -upon discounts as a "not -to -exceed" price, we frequently respond to solicitation with the contract while providing even deeper discounts. However, in a highly competitive market, this is not always possible. Occasionally a customer solicitation triggers lower OEM pricing, based on size of deal and commit to buy, the terms of sale and/or the current competitive initiatives of the manufacturer. In these cases, where the terms of the sale have been altered and we know responding with higher than the Master Agreement price will not lead to winning the business, we must offer the lower price that is not available on the Master Agreement. Following requirement III in these instances would be detrimental to the health of our company, and as a result, our ability to service the contract. We pledge to continue working with manufacturer partners to negotiate even lower pricing for contract users, such as the contact exclusive HP pricing, offered only through CDWG. b. The successful offeror will be required to sign Attachment B, Exhibit B, National IPA Administration Agreement. Offerors should have any reviews required to sign the document prior to submitting a response. Offeror's response should include any proposed exceptions to the National IPA Administration Agreement. CDWG provides our proposed alternative language to the agreement in Tab Nine of this response. CDW Government LLC Page 27 02/14/2013 The City of Tucson Information Technology Solutions PEOPLE H GET ir lethod of roach (Continued) PEOPLE WHO GET IT 2. Provide a description of the product lines that can be provided by your firm. When working directly with a manufacuter, customers often receive only the best of their product. These OEMs often couple their portfolio with a weak offering of other OEMs in an effort to drive more business to their products. CDWG provides our customers the best of all manufacturers with a technology catalog that few can match. Our complex portfolio includes over 100,000 different products from more than 1,000 manufacturer partners. One of the many benefits of providing technology solutions with more than 1,000 leading brands is that it helps insulate us from events at any one company. Whereas a business -altering event such as the recent one at Dell can mean uncertainty for future contract success, our wide range of manufacture relationships ensures stability, even in the case of losing one of our top partners. We are the largest direct reseller in channels in the US for many of our OEM partners including, HP, Cisco, Lenovo, Adobe, and Panasonic, among others. Our role in our partners success means that CDWG can offer even more than a wide product offering, we provide our customers deeper discounts, newer technology, faster procurement, and a more multifaceted OEM support than any vendor that is merely authorized to sell these manufacturers' products. For a more in-depth look into our catalog, we provide the City our Product line cards, presented by product category and manufacturer name on the following pages. Manufacturer Portfolio Balanced Approach. We offer the best of industry, not just the best of one manufacturer. CDWG recognizes we work in an industry that is ever changing, and realize the next product generation may come from a new vendor we do not currently have a relationship with. Therefore, we constantly review new brands to add to our offering. We evaluate not only the products but also our customers' needs and the operatiblity of the solution within our customers' current environments, keeping our customers on the leading edge without increasing risk. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 28 PEOPLE WHO GET IT,:. 2Wire 3Dconnexion 3Dlabs 3M 4XEM A Absolute Software Access Data ACD Systems Acer America Acronis Actiontec Electronics ActivePDF Adaptec ADC Telecommunications Addonics Adesso Adobe ADS Technologies ADTRAN Advanced Media Services Aec Software AeroScout Aiptek Air Magnet Aitech Aladdin Knowledge Systems Alcatel Internetworking Alera Technologies Alk Associates Allied Telesyn Alsoft Software Altec Lansing Altova Aluratek Amazon Ambir Technology AMD American Microsystems AMP Modems AMPHENOL Andrea Products Antec AOpen APC APG Apple (government only) Apricorn APRIVA APW Products ARCHOS Arista Networks Array Networks Artromick Aruba Networks ASUS AT&T Atek Electronics, Inc. ATEN Technologies Atlas Sound Attachmate ATTO Technology Australian Monitor Autodesk Avaya AVer Information Avery Dennison Avocent Axiohm Axiom AXIS Communications B Balt, Inc. Barco Bare Bones Software Barracuda Networks Barrister Global Services Battery Biz Battery Technology Bay Dynamics Belkin Best Data Products BlackBerry (RIM) Black Box Blue Coat BlueSocket Bogen Brady Industries Brenthaven Bretford Brocade Brooktrout Brother Buffalo Technologies BUSlink C CA Cables To Go Caldera Canary Canon Capella Technologies Case Logic Casio Cbeyond Celestix Chatsworth Products, Inc. Check Point Software Cherry Keyboards Chief Manufacturing Ciena Cisco Systems Citizen America Corporation Citrix Systems ClearCube Technology Clearone Clearswift Clickfree CMS Peripherals COBY Cognitive Receipt Printers Command Communications Commscope CommVault Component One Compsee CompuCover Comtrol Contour Design Corel Corporation 800.808.4239 I CDWG.com At CDW.G , we partner with the best the IT industry has to offer, Cortelco Coyote Point CP Technologies Creative Labs Crestron Crown Supply, Inc. Crucial Technology Crystal Group Cyber Acoustics Cybernetics D Dalite Dameware Da nware Data Domain Data Dynamics Datacard Datalogic Datamax Datasouth Datastor Datavac Datawatch DeLorme Deployment Partners Diamond Multimedia Digi International Digital Networks Digital Persona Diskeeper Corporation D-Link Dot Hill Systems Corporation Dr. Bott KG Draper Drobo DS3 DataVaulting DustShield Computer Enclosures DyKnow DYMO E Eaton Corporation EDGE Tech Corp. EDP Eeye Digital Security Elcon Technology EIZO Nanao Electrovaya Electro Voice ELMO Elo TouchSystems Eltron Direct Embarcadero Technologies EMC Corporation EmFast Emulex Encore Software Energizer Enfocus Software, Inc, EnGenius Enhance -Tech Enovate Enterasys Networks Envoy Data Epson Equinox Equisys Zetafax Ergotron Esker EVGA Exagrid Express Metrix Extensis EXTREME NETWORKS F f5 Networks FalconStor Fantom Drives Fargo Electronics FatPipe Networks Fellowes FileBound FileMaker Finisar FireKing First Mobile Technologies Flexera Software Fluke Networks Fortinet Fortres Grand Corp. Fortress Technologies Frontrange Fuji Photo Products Division FujiFilm Fujitsu Funk Software Fusion-io G Gamber Johnson Garmin GBC Gefen General Dynamics ltronix Genovation Getac GFI Software GigaByte GlobalScape GrandTec USA Greenlee GretagMacbeth Griffin Technology G-Tech Gyration H Haivision Hardigg Hauppauge HAVIS Hawking Technologies Hayes Helios Software Hewlett-Packard (HP) Hitachi Hitachi Data Systems Hitachi Global Storage Technologies Honeywell Imaging & Mobility Houghton Mifflin HTC Hubbell Premise Wiring HumanConcepts Humanscale Hummingbird IBM ID Technologies Identix Ideal Industrial Tool ldera Software iKey Imation IMC Networks Imprivata IMSI Individual Software Industrial Rack InFocus Informa Software Infragistics Innovation First INNOVATIVE OFFICE Inspiration Software INSTALLS, Inc. InstallShield Intel Intelligent Computer Solutions Interlink Electronics Intermec Technologies International Thomson Internet Security Systems Intuit I/O Corporation I/Omagic IOGEAR lomega Ipswitch IRIS, Inc, IronKey IronPort Systems ISI Researchsoft J Jabra JACO Jaton Jelco JetBrains Jolly Giant Software Juniper NETWORKS JVC K Kanguru Solutions Kaspersky Lab Kenneth Cole Kensington Kentrox Kerio Keyspan Key Tronic Kingston Technology KnowledgePoint Kodak Kofax Konexx Konica Minolta Koss Corporation Kramer Electronics L Labtec Enterprises LaCie LANDesk Software Lantronix LapLink Lead Tools Technologies Leap Frog Lenmar Enterprises Lenovo Leviton Lexar Media Lexis Nexis Lexmark LG Electronics LG Ericsson Liebert LifeSize Communications Lind Electronics LINKSYS Lite-On Logic Controls Logicube Logitech Lotus Development LSI Logic Lumension Security M&A so you have more IT choices. M-Audio M86 Macally MacMillan New Media Magellan MagTek Man & Machine Markzware MathSoft Matrox Video Maxell Corporation Mayline Group McAfee McData Corporation MCK Communications Media Sciences, Inc. Memorex MessageLabs Metro Data Vac MGE UPS MicroBoards/Rimage Micro Focus Micro Innovations Microsoft MicroTouch Systems MiddleAtlantic MILAN Technology Miltope Corporation MindJet Minitab Software, Inc. Minuteman Mitsubishi Mitsui Advanced Media MMF Desk and Wall Signs Mobility Monarch Monster Cable Motion Computing Motorola MSI Multi -Tech Systems Myricom N NComputing NDS Surgical Imaging NEC NetApp NetBotz NETGEAR NetManage NetMotion Netopia NetScout Network Automation, Inc. Network Instruments Network Partners Nexicore Nexsan Technologies Nikon, Inc. Nokia Nomadix Nova Dev Art Explosion Novastor Corporation Novell Nuance Communications, Inc. Numonics Corporation OGIO OKI Olympus America Omnitron Systems On Hold Ontrack Software Opticon Optoma Oracle/Sun Ortronics/LeGrand OtterBox Overland/SNAP P Packeteer Paladin Palm, Inc. Panamax Panasonic Panda Software Panduit Pantone Paragon Software Parallels Patton Electronics PC Guardian Peek Peerless -AV Pelican Mobile Percon Perle Systems Pervasive Software Pharos, Inc. Philips Pi Engineering Pinnacle Systems Pioneer Pioneer New Media Technology Planar Planon Plantronics Plasmon IDE, Inc. PNY Technologies Polycom PolyVision PowerDsine Premier Mounts Primavera Primera Printek Printlogic Printronix Prism Pointe Tech Procom Technology Progressive ProITCo Promethean Promise Technology Prosoft Engineering Proxim PSC, Inc, Psiber Data Systems Q QLogic QNAP Quantum Quark Software Quartet Quest Software Qwizdom Radian Technologies RADWARE Raritan RATOC Raxco Software Red Hat Retail Service Parts Rhinotek Ricoh Peripherals Riverbed RM Roxio RSA Security Rubbermaid Medical Ruckus Wireless 800.808.4239 I CDWG.com 5 Safco Sage Software Samsonite Samsung SanDisk SANYO Projectors SAP Sato Thermal Printers Scala Scale Computing ScanSource SciQuest, Inc. SCM Microsystems SCM Microtech International ScriptLogic Seagate Technology Seagull Scientific Seal Shield Secure Computing Segovia Seiko Seneca Data Sennheiser Sensaphone Sentinel Technologies, Inc. Sentry Safes Serena Software ServiceNet Sharp AQUOS Sharp Electronics ShoreTel Shure, Inc. Shuttle Comp Inter Siemon Sierra Wireless SIIG Silex Singlewire SKB Industrial SlickEdit SmartSource, Inc. Smart Technologies Socket Communications Software Shelf International SonicWALL Sonnet Technologies Sony Sophos Sorenson Media, Inc. Specialty Products of Virginia Spectra Logic SpectraLink Sprint Wireless SPSS Software Star Micronics StarDot Technologies StarTech.com StorCase Sunburst Super Micro Computer, Inc. Sybase Sybex Publishing Symantec Symbol T Taiyo Yuden TalkSwitch Tally Printers Tandberg Data Targus TDK TEAC America TechSmith Telex TEST -UM Texas Instruments Texas Memory TFE Technology The SCO Group, Inc. Thermaltake Technology Thinprint T-Mobile Cellular TomTom Topaz Systems Toshiba Total Defense Total Micro Technologies Transcend Transition Networks Trend Micro Tripp Lite TRIPWIRE Troy Systems Turtle Tyan V Ultimate Technology Uniden Unitech POS Scanners Unotron USRobotics Utility Associates V VanDyke Software VantagePoint Varonis VectorWorks Veeam Software Verbatim Verifone Verisign Vidar Video Labs ViewCast Osprey ViewSonic Village Tronic Vircom, Inc. Visioneer Vision Solutions VisionTek Viziflex Vizioncore VMware Wacom Wasp Barcode WatchGuard Wavelink Webroot Software, Inc. Websense Webtrends Software Wenger Swiss Gear Western Digital Western Telematic West Point Products WiebeTech WildPackets Wincomm Winnov Wireless Computing Wiremold Wolfram Workshare WRQ WYSE Technology Xante Xerox XFX z Zebex Zebra Technologies Zoom 107328 800.808.4239 I CDWG.com CDWG delivers. Partnerships with industry leaders allow us to deliver expertly designed solutions in the following product categories: Cables Audio/Video Cable Products FireWire Cables & Hubs Miscellaneous Cables Modem/Phone RJ-11 Cables Network Cable Accessories Networking Cables Parallel & Serial Cables SCSI/IDE/Floppy Cables USB Cables & Hubs Computer Accessories Computer Components Digitizer Tablets & Accessories Joysticks & Game Controllers Keyboards & Keypads Mice & Trackballs Notebook Accessories Notebook Carrying Cases & Accessories Speakers (Computer) Tools Video Cards & Imaging Webcams Computers Blade PC Desktop Computers 85409 Notebook Computers Point of Sale Computers Thin Clients Workstations Data Storage Products CD, DVD & Blu-Ray Drives Disc Duplicators Drive Arrays Floppy Disk Drives Hard Drives Interfaces/Controllers Media & Accessories Networked Attached Storage (NAS) Storage Area Networking (SAN) Tape Automation & Drives Electronics 2-Way Radios & Accessories Audio/Stereo Equipment Binoculars Cell/Smart Phones & Accessories Digital Cameras & Accessories eReaders GPS Devices & Accessories Handheld Devices & Accessories Headphones/Earphones & Accessories Microphones & Accessories MP3 Players & Accessories Photographic Accessories Speaker Systems & Accessories Televisions & Video Equipment Video Camcorders & Accessories Memory Cache Memory Desktop Memory Flash Memory Network Device Memory Notebook Memory Printer Memory Server Memory Monitors & Projectors CRT Monitors Interactive Whiteboards & Accessories LCD Large -Format Displays LCD Monitors Medical Displays & Accessories Monitor, Display & TV Accessories Plasma Displays Projector Accessories Projectors Touchscreen Displays 800.808.4239 i CDWG.com Networking Products Analog Telephones & Accessories Communication Boards IP Telephony KVM Switches & Accessories Modems Network Interface Adapters (NIC) Network Optimization Devices Network Switches & Hubs Network Test Equipment PBX/Multiuser Telephony Systems Rack Mounting Equipment Routers Security Hardware Wireless Networking Products Office Equipment & Supplies Books Calculators & Accessories Cleaning Supplies Computer Security Locks Furniture Office Supplies Paper Shredders & Accessories Toys Typewriters/Word Processors Power Protection & Accessories Batteries Power Adapters Power Inverters Surge Suppressors UPS/Battery Backup Products Printers, Scanners & Print Supplies CD/DVD Media Printers Copy Machines Dot -Matrix Printers FAX Machines 85409 Ink, Toner & Print Supplies Inkjet Printers Laser Printers Multifunction Printers Photo Printers Print Servers Printer Accessories Printer Paper & Media Scanners Thermal Printers Wide -Format Printers/Plotters Servers Apple/Mac- Based Servers RISC Servers x86- Based Servers Software Backup/Archive/Storage Software Business Software Database & Business Intelligence Software Desktop/Web Publishing Software Education Software Management Software Operating Systems Reference Software Security Software Software Media Kits & Documentation Unified Communication Software Utility Software Virtualization Software Services Advanced Technology services: Continuity of Operations, Infrastructure Optimization, Network Optimization, Security Management, Unified Communications Product and Configuration services: Configuration, Onsite Installation, Product Lifecycle Management Hosting services: Cabinet Space, Network Connectivity, Data storage, Data Backup, Disaster Recovery, Hosted Enterprise Infrastructure services Managed services: Network, Systems and Storage, Intrusion Prevention, Unified Communications Microsoft services: Information Worker, Monitoring and Management, Online Services, Server and Security, Unified Communications Carrier services: Wireline, Wireless Check out our online Solutions Center Visit each of our topic areas below for the latest information, videos, downloads and tools: Continuity of Operations, Digital Signage, Infrastructure Optimization, Network Optimization, Security, Software Management, Unified Communications. There is also a Resource Center with our most popular articles, white papers, and reference guides; along with featured webinars and podcasts. Go to CDWG.com for more. What you get from partnering with CDWG: • Work with an account team dedicated to knowing your organization and anticipating your needs • Experience unmatched levels of service, advice and technical support • Take advantage of around -the -clock access to customized online tools and resources • Get the best technology for your organization — fast! 800.808.4239 i CDWG.com 3. Provide a description of the services that can be provided by your firm. CDW pioneered the business model that melds personalized business — to — business technology distribution with advanced technology services. We provide our customers a deep services portfolio to pair with our immense product catalog. Our services strategy utilizes our own stable of 1,600 highly certified engineers staffed in 43 locations across the country, a national services traveling team, leading manufacturers' technicians, and local service providers. This structure Wide service coverage. Whether in an office or in the field, our engineers provide a local feel with nationwide experience. offers the City of Tucson and qualified National IPA participants the best range of services in the industry. Our full scope of standard and specialized services includes: Cloud Computing CDWG understands how important cloud computing is to our customer base, and are determined to lead the industry in mastering this complex and highly customizable service. Our internal cloud campaign is teaching our Account Managers how to assist their customers in determining the best — valued cloud option for their needs, while our technicians continue training to master the solution, and working with our manufacturer partners to expand our portfolio. CDWG offers a cafeteria -style set of cloud solutions. Our portfolio includes public, private, community, and hybrid deployment options. Our broad cloud offering currently includes over thirty different manufacturers, and we continue investigating other manufacturer solutions to add to this portfolio. Our cloud computing solutions; Software as a Service (SaaS), Infrastructure as a Service (IaaS), and Platform as a Service (PaaS), cater to the specific needs of the span of our entire customer makeup. Over 20 different SaaS solutions allow our customers to access many of their applications via the cloud. With our IaaS solutions, or private cloud services, our customers can rely on CDWG to expertly manage infrastructure, removing the need to deploy new data center equipment. Our five different PaaS solutions allow organizations to deploy acquired or custom applications without incurring a Industry leaders in Cloud Solutions. 30+ OEM cloud offerings, allowing CDWG to provide a perfectly customized solution for every customer range of upfront and ongoing costs associated with the underlying infrastructure, including provisioning, maintenance, and management. Additionally, we provide four different types of managed services, supported by over 200 engineers and project managers. Hosting our customers' solutions since 1997, our offering now includes six different types hosting services in a data center makeup of five different enterprise - class data centers and two network operations centers. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 35 PEOPLE WHO GET JT. Consulting/Analysis Most of our projects begin with either an assessment or planning and design session. CDW.G technical specialists and field solution architects are experts in many areas including unified communications, networking, wireless, network and physical security and server/storage solutions. CDWG will save contract members staff time and effort because our experts have already initiated the due diligence process. We share our knowledge of the latest technologies as well as our expertise regarding the pros and cons of each potential solution. We also offer a variety of more complex consulting/analysis solutions for those customers who need a more in-depth evaluation of their systems. Technical Support CDW•G's Staff Augmentation services offering includes assisting customers with onsite help desk and technical support services. This service provides skilled, temporary staffing to assist with IT challenges. Leasing/Financing CDW.G has a department dedicated solely to assisting our customers with their leasing needs. Much like our product offering, we take a vendor agnostic approach and focus on providing the best options in the industry, and not the latest solutions from a single provider. CDWG's leasing team can work with the City to find the best leasing option that fits within the unique budget constraints the City may be experiencing. Leasing allows the City to procure needed equipment now, so you do not have to wait years down the road when your budget allows a large- scale purchase. With leasing and financing, the City also has the ability to bundle costs. Therefore, if you are also working with outdated software, you can purchase it with your products, and even services, all in one fell swoop. Budgeting for leasing is easier than purchasing outright, as your monthly payments are agreed upon upfront. Finally, you can protect the City from advancing technology. With a lease, you can choose to add to your lease term; and once you choose to end the lease you often have the option between purchasing or returning the equipment. Trade-ins CDW.G coordinates with our manufacturer partners to provide trade-in services to our customers. Repair In addition to offering onsite repair, we have our own repair center. CDW's Repair Center offers fast turnaround time and low cost out -of -warranty repair prices, as well as great in -warranty service. Our factory certified repair technicians complete typical repairs on an average of 7-10 business days. We are an authorized Service Center for the following Manufacturers: • Acer • HP • Service Net • Apple • IBM • Sony • Fujitsu • Lenovo • Toshiba Please note: due to manufacturer policies, limitations, and agreements, CDW may not be able to service all computer models or lines made by these manufacturers. Design Most of our projects begin with either an assessment or planning and design session. Our architects review your needs and perform an evaluation of your existing environment to develop a comprehensive solution to meet your particular project objectives. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 36 PEOPLE H: GET i" Configuration/System Configurations While onsite configuration services are available, CDWG often recommends our in-house configuration services. CDWG builds preconfigured technology solutions in our two ISO 2008-certified configuration centers, so they arrive at their correct location(s) ready to plug and play. We have a 25,000-square-foot configuration center in our North Las Vegas distribution center and a 24,000-square-foot configuration center in our Vernon Hills, IL distribution center, including an 8,000-square-foot enclosed area for enterprise configurations. To complement this space, CDWG has more than 150 configuration technicians, providing a spectrum of customized configuration services. In fact, we can complete 2,500 configurations in a 24-hour timeframe. Typical turnaround for most of CDWG's configuration center services is 2 to 3 days, depending on the project. CDW•G's configuration services include: • Hardware and software installation and configuration • Customized imaging • Asset tagging, custom labeling, and laser etching • Router/switch configuration • Server rack configuration Our configuration centers also perform image burn -ins, according to customer specifications. In an effort to reduce the number of items that fail after a short period of use, CDW.G offers a variety of burn -ins, available length of up to twelve hours. In a recent procurement opportunity, CDW•G's configuration center technicians completed an eight hour burn -in on a single order of 15,700 devices. Upon delivery at the customer's location, just three of these 15,700 devices experienced technical issues. Implementation Our national footprint is expansive, with over 600 engineers on staff in more than 15 service offices, complimented by a national traveling team. Additionally, we have capabilities to ship 3,000+ custom - configured systems daily; we configure over 750,000 custom solutions in our two state -of -the art distribution centers annually. Our large number of engineers, paired with our configuration capabilities, allows CDWG to handle any rollout project that contract members may have. Training CDWG's project methodology ensures technicians and project managers work with the mindset of being an extension of the customer's IT staff. Throughout the project our team not only focus on designing bullet- proof solutions, but continually engaging the IT staff; sharing knowledge, and ensuring the staff knows how to navigate the solution in which the customer vested their resources. Should a customer require training outside of this transfer of knowledge, we have a blended solution of CDWG offerings, manufacturer standard trainings, and technology training companies. Maintenance CDWG recognizes that maintenance/support contracts are of great importance to many customers because uptime is vital to their success. Our strong partnerships with the industry's top technology manufacturers, paired with our own maintenance solutions, offers a variety of viable options to our customers. Our maintenance options include the following: • Warranty extensions and upgrades • Post warranty support • Accidental damage protection • Maintenance contract agreements (conterminous, break/fix, and retainer) CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 37 PEOPLE WHO GET I' • Post -sale technical support • Product and certification training • Help desk services Hardware/Software Installation Our installation services encompass the following solutions. Installation services can include installing and deploying new systems; moving existing equipment; assessing systems and testing installed equipment; and advanced IT support. We also offer staging options, should a customer need to complete their installation in numerous rollouts. • Client Computing Installation • Data Center Installation • Network Installation • Security Installation • Microsoft Configuration and Installation • Microsoft Accelerators • Visual Solutions Installation System Testing All of CDWG service projects incorporates testing every aspect of the final solution, ensuring all acceptance criteria is met. Upgrades Many products offer a variety of system upgrades. Our dedicated Account Managers work with their customers to explain the benefits of each upgrade, and help determine if these upgrades would be a wise purchase for the customer's needs. The Account Manager then collaborates with CDWG dedicated manufacturer partner specialists to incorporate the upgrades into the final product build. Additionally, CDWG performs a number of upgrades, such as asset tagging and laser etching, in house in our configuration center. Imaging In addition to our configuration services, CDWG performs imaging services in house in our configuration centers as well. Our A+ certified imaging technicians routinely image the following products: • Laptops • Desktops • Workstations • Flash Drives • Servers • Hard drives • Apple products including iPods and iPads State of the art configuration center. Our A+ certified imagining technicians and state of the art configuration center allow us to ship configured products in as little as 3-5 days. Customers can provide their own image or CDWG can create one for them. As with all services completed in our configuration centers, each piece of equipment goes through a comprehensive quality assurance check prior to shipping to ensure the unit is function properly. CDWG also stores images on our secure server, completely isolated from other networks, and only accessible to a few authorized CDW Government LLC Page 38 02/14/2013 The City of Tucson Information Technology Solutions PEOPLE WHO GET ITS individuals. Many times customers choose to have us store their images as it allows CDWG to load custom configured images quickly on their machines. 4. Describe how your firm proposes to distribute the products/services nationwide. As detailed previously in our response, we have access to more than 100,000 top brand -name products from more than 1,000 leading manufacturers. We carry over $200 million in inventory, and utilizing an ISO 9001:2000 quality certified distribution process, we ship most in -stock products the same day they are ordered. The result is that contract purchasers receive a shipment from CDWG in just 3-5 days, far surpassing our competitor's capabilities. Specific to the City's distribution needs, we utilize our 513,000 square foot distribution center, located in neighboring Las Vegas, NV. This center operates Monday -Friday, from 2:00 am until 11:00 pm PST, shipping up to 17,000 boxes a day. We provide the City services through our own engineers, or local service partners, dependent on the best value to the City of the project at hand. We add to our depth of local presence in the City's region with our Chandler, AZ office. This office not only provides over 200 local jobs, it allows CDWG to provide an even more personal level of support to the City. Products Locally Held. Our LV distribution center gets the City their products even faster than average timeframes. 5. Identify all other companies that will be involved in processing, handling or shipping the products/service to the Participating Agencies. Include any subsidiaries that may include product or service under the Contract. CDWG believes another important step in successful order fulfillment is utilizing shipping partners that are as focused on customer service excellence as we are. As one of the largest direct marketing resellers in the U.S., CDWG has positioned ourselves very closely with the major carriers, in order to provide a wide range of delivery options to meet our customers' varying needs. We ship the majority of our products via UPS and FedEx, due to their extensive service capabilities, excellent record for on -time delivery and competitive pricing. In fact, both companies have employees on site at our warehouses. These individuals have a long history of supporting CDWG. We can also leverage the carrier's intermodal transport options. Additionally, we have contracts with truck load (TL) and less than truck load (LTL) carriers for large orders and heavy products. If a carrier is not meeting our on -time delivery requirements, we remove the carrier from our preferred shipper list. 6. Provide the number, size and location of your firm's distribution facilities, warehouses and retail network as applicable. CDW•G's two strategically located distribution centers have a combined size of almost one million square feet. Our Central Distribution Center in Vernon Hills, IL, ships primarily to customers in the eastern half of the U.S. Our Western Distribution Center, in Northern Las Vegas, NV, ships primarily to customers in the western half of the U.S. However, each distribution center serves as backup for the other. They receive CDW Government LLC Page 39 02/14/2013 ; 'err ° PEOPLE The City of Tucson Information Technology Solutions WHO GETJT about $21.0 million of inventory per day, or between 78 to 80 truckloads a day, processing a combined average of 135,000 units daily. A state-of-the-art Warehouse Management System (WMS) controls both of these centers, ensuring speed and accuracy throughout the order fulfillment and distribution processes. In addition to working with OEM partners to supplement our direct purchasing model, CDWG has developed strong affiliations with principal distributors. Like our OEM partners, they send us daily EDI downloads, giving us visibility to inventory locations. Further, our top three distribution partners provide real time inventory information. Using this multi -layered procurement structure, we secure out -of -stock product(s) within as little as 24-48 hours, depending on customer requirements. Own Distribution Centers. Our strategically placed distribution centers simplify the supply chain to customers and ships products faster. 7. State any return and restocking policy, and any fees, if applicable associated with returns. CDWG offers a 30-day return policy on most products. Of the returns we accept, a minimum 15% restocking fee applies for non -defective product returns. For our complete return policy, please see Tab 10 of this response. Customers may also obtain additional information by contacting their Account Manager or CDW customer relations at 866.SVC.4CDW, returnscdw.com. cni 8. Describe your invoicing process. Is electronic invoicing available? Is summary invoicing available? Are there other options on how an agency receives an invoice? CDWG mails invoices the day after the product(s) is shipped out of one of our distribution centers. Or, if a customer prefers an electronic invoice, they can request that invoices be sent via PDF instead. We send the PDF the same day that the system generates the invoice. When a product is drop -shipped from a vendor, CDWG invoices the customer once we receive the invoice from the vendor. As an added convenience to our customers, they can also print copies of original invoices via their CDWG Extranet. Our standard invoices include the information listed below. • CDWG remit to address • Invoice date • Invoice number • PO number affiliated with invoice • Payment due date • Order date • Shipping method • CDWG part number • Description of product • Quantity ordered/shipped • Unit price (based off of pricing structure agreed to in the contract) • Extended price • Ship to address All of the information pertaining to the customer's specific requirements is included oh the invoice as well. CDWG supports many EDI formats and can customize invoices to reflect customers' required data fields. For more information regarding our EDI capabilities, we encourage the City to visit www.cdwg.com/edi. At this time, CDWG does not offer consolidated invoicing or consolidated billing. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 40 PEOPLE HO ET IT' 9. Describe your delivery commitment: a. What is your fill rate guarantee? CDWG's same -day fill rate is between 97-99% for credit -approved orders and in -stock product, depending on the complexity of the order. Should an item be out of stock, it typically takes 2-10 days, after receipt of order, to receive the product (subject to availability). We receive timely notification regarding product changes, including advance notification of product shortages, and products nearing end of life. When there is a product shortage and other vendors do not have access to these products, we can often procure them from another source. Many times when CDWG receives notification of an upcoming stock outage, we utilize our distribution center's large capacity for volume purchases, keeping stock on hand for our customer's present and future needs. b. What are your delivery days? CDW•G's standard delivery is M-F excluding Thanksgiving, Christmas, and New Year's Day. Arrangements can be made based on need to fulfill orders on weekends and holidays for an additional fee. Customers should provide at least a 48-hour notice in order to allow time to properly set up any weekend or holiday deliveries. c. Do you offer next day delivery? Yes, CDW.G can ship same day, overnight, 2nd day, 3rd day, and ground. An expedited freight charge may be added for this service. d. How do you facilitate emergency orders? Whenever a contract member's order requires expediting, CDW.G treats it with priority. We direct all customers to contact their dedicated Account Manager if an emergency situation arises. They focus on placing the order and arranging for expedited delivery. Due to our very large inventory at our two distribution centers, we usually have the products in stock and available for immediate shipping. e. Are shipping charges exempt for ALL who use this contract? Prices include lowest ground freight for shipments/packages less than 70 pounds within the 48 contiguous United States when referencing this Agreement. All orders are subject to Seller's standard shipping policies in effect at the time of order placement. In those instances that are larger than 70 pounds or call for express or overnight delivery, shipping costs will be pre -paid by Seller and added to the customer invoice. f. Describe how problems (such as a customer ordering a wrong product or a customer receiving a defective product; etc.) are resolved. CDW.G encourages customers to contact their Account Manager to assist with any such issues. If the Account Manager evaluates the issue and if they cannot personally assist the customer, they will engage and collaborate with our Customer Relations Department to assist. Customer may also reach out to Customer Relations directly. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions. Page 41 PEOPLE WHO GET ITS If a wrong product is ordered, the customer's dedicated CDWG Account Manager will work with the customer to determine the best solution to resolve the issue. For any products returned, whether defective or incorrect item, CDW.G requires customers to provide a Return Merchandise Authorization (RMA) number before shipping back any product. This process allows us to expedite the process and helps ensure the proper action or credit, upon processing. Customers can get the RMA request form from their Account Manager, online via their CDWG Extranet Account, or by contacting Customer Relations. CDWG tracks the reason for all returns, allowing us to make appropriate changes, as necessary. For example, a high volume of returns damaged in shipment would lead us to audit the carrier and review product packaging. CDWG also monitors how quickly and efficiently the Customer Relations staff handles RMA requests, aiming to respond to requests within 24 hours or less. 10. Describe the types of customer service available to agencies that use this contract: CDWG provides post sales customer support Monday — Time. All customer support is based in the United States. All Help Desk technicians are CompTIA certified; hold at a minimum A+ and Network+ certifications, and many are accredited in various engineering and manufacturing training courses. Our customer service team assists customers to ensure the product is working as the manufacturer intended. CDWG provides this value added support, at no charge, for up to two years or manufacturers end of life, whichever comes first. Friday from 6am — 6pm Mountain Standard a. Is online support available? Personal Touch. With CDWG, each customer has one point of contact for all their procurement needs. Yes, CDWG's online technical support services include live chat and E-support, and remote support. Live chat and E-support To supplement our industry leading toll -free technical support, we provide access to online live chat, accessible through the customers CDWG©Work Extranet site. We staff this support by our trained technicians from 6am to 5pm MST. This site also provides support case management. Remote Login Our technicians have access to LogMeln, a remote login utility, which allows them to connect to the end users computer for more in-depth troubleshooting and quicker resolution. b. Is phone support available? Customers can use our toll free phone number 800.383.4239, Monday — Friday from 6 am — 6 pm MST, to reach our dedicated technical support team. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 42 PEOPLE WHO GET 1T c. Can agencies request a dedicated service representative and/or a dedicated service team? If a dedicated customer service representative and/or team are assigned, what types of services does the representative/team provide? How do you help the customer manage our account? With CDWG every customer is automatically provided one single point of contact, their Account Manager, from the very first inquiry for service. Account Managers are assigned to customers based on a specific segment (State and Local government, Higher Education, K12, etc.), as well as a specific region in the country. From hire, CDWG Account Managers attend onboarding training, known as the "Account Manager Academy," for three months before they begin interacting with customers on their own. This intensive training program focuses on sales consulting, product training, operational systems, and customer service. This process is much longer than industry standard practices, providing a higher level of support that our customers are quick to notice. Account managers focus on learning their customers' processes, requirements, needs, and challenges. This allows them to provide expertly the following services to agencies: • Registration assistance to participate in National IPA • Contacting customers and notifying them of the benefits of the contract • Pre -sales consultation, including providing product and system compatibility information • Providing industry - specific insight on technology solutions • Acting as a quality control check by reviewing and approving all quote requests • Keeping customers abreast of availability issues and assisting with any needed alternative sourcing options • Coordinatingany special delivery requests, including emergency orders • Working with available CDWG resources, and coordinating contact for any needed subject matter expert insight • Keeping updated and available to assist in developing a service solution • Facilitating communication between the customer and National IPA, as needed In-depth Training. CDWG Account Managers spend months training before assisting customers. CDWG ensures Account Managers are supported by an intricate network of subject matter experts. Account Managers utilize these resources to provide complete guidance to their customers. This network includes: Sales Manager Sales Managers lead a team of Account Managers and Account Specialists to provide comprehensive solutions and outstanding sales support. They visit customer site(s) for business planning and discussions of future projects, as needed. They also assist Account Managers with expedited orders and problem remediation. Business Development Manager Our Higher Education sector also has Business Development Managers, focusing on aligning with our customers. Their main role is to work with customers' procurement teams to review current contracts, CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 43 PEOPLE WHO: GET ir . align with strategic initiatives that the procurement team is looking to roll out, act as project manager for B2B integrations and a main point of contact to help resolve issues. Field Account Executive Field Account Executives ("FAE") work in tandem with Account Managers and Account Specialists to provide comprehensive solutions and outstanding sales support. Each FAE is dedicated to a specific region and industry, and provide onsite visits to customers in communities across the country. Their site visits include usually business reviews and other meetings, as needed. FAEs also work with System Engineers to provide onsite road mapping, project development, and technical expertise. Solution Architects Customers also have dedicated Solution Architects (SA) for each of their service solution needs. Solution Architects are dedicated to specific Account Teams, and is the expert in aligning customers with the appropriate service resources and tools including deployment technicians, project management and implementation engineers. The Solution Architect works closely with CDWG customers to accurately scope project requirements and create a Statement of Work, making certain we provide the specific skills, proper staff and solution needed to fully service the customer. Upon agreement to move forward with the service offering, the Solution Architect hands off the service delivery to the customer's dedicated CDWG Project Coordinator and/or Project Manager to ensure successful execution. OEM Specific Resources For manufacturer specific information, Account Managers utilize an integrated network of both internal and external sales force. Many OEMs have pre -sales engineers and channel account managers (often onsite at CDWG) providing consultation and immediate support to Account Managers. Additionally, CDWG badged Brand Managers, Field Solution Architects, and Partner Business managers work with both Account Managers and the external teams mentioned, providing further support. Program Managers Solution Architects On Site OEM staff Sales Manager CDWG OEM specific dedicated staff Field Account Executive Proposal Response Team Technology Specialists 360 Degrees of Support. CDW.G back our Customers' one point of contact by the full scope of subject matter experts. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 44 Proposal/Bid Response Team If a customer's solicitation would be a viable opportunity for CDW.G, Account Managers can request assistance in response from the Proposal/Bid Response team. This allows CDWG to mitigate some of the risks that come with contractual sales and to quickly create a polished, well -crafted response. Additionally, this team allows CDW.G to increase not only the volume of solicitations we respond to, but to increase the likelihood of winning as well. PEOPLE WHO GET IT Program Manager Program Managers set up and manage contracts once awarded. They are a valuable resource to Account Managers, as they assist with training Account Managers in .the contracts scope and guidelines, provide contract information and updates, and assist with ExtranetlPremium page issues. d. How are problems resolved? CDW.G Account Managers assist their customers in resolving any issues. If a problem is in regards to an Account Manager, we encourage customers to contact the Account Managers Sales Manager. e. What are the location and hours of your call centers? CDWG provides post -sales customer support Monday — Friday from 6am — 6pm Mountain Standard Time. All customer support is based in the United States. All Help Desk technicians are CompTIA certified; hold at a minimum A+ and Network+ certifications, and many are accredited in various engineering and manufacturing training courses. Our customer service team assists customers to ensure the product is working as the manufacturer intended. CDWG provides this value added support, at no charge, for up to two years or manufacturers end of life, whichever comes first f. What response time is guaranteed when a customer service request is made? Response time is dependent on the request made. CDWG strives to resolve all Customer Service Requests within 24 hours. However, because problems involving carriers typically take up to five days, the average time for problem resolution is approximately 2.5 days. CDW.G understands some requests are more urgent than others, and utilizes a detailed incident management process for critical systems. Severity level dictates the response time of this practice and employed for issues with our own network services, co -located systems, hosted solutions, websites, or our Internet services. We constantly monitor our customer service process, ensuring we are continuing to meet the needs of our customers. The Customer Relations Supervisor reviews all CSRs at the end of the day to ensure that each CSR is being handled promptly. Additionally, Customer Relations Quality Analysts audit 30 cases per Customer Relations Representative per month to ensure representatives meet quality standards and that we provide proper training. We make adjustments and evaluate process changes as needed when we see high volumes for particular types of Customer Service Requests (CSRs). Measured Success. Our continued focus on our customer services attributed to our Forrester Groundswell Award for B2B Listening g. Do you measure/track the success of your customer service program? If so, how do you do this, and what are your findings? Always focused on continually improving our ability to provide the best service and products in the industry to our customers, CDWG has a number of corrective processes in place. Some of these processes include: CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 45 PEOPLE WHO GET IT' • Our Purchasing Department monitors return rates on purchased products to look for quality issues. • We aim to respond to Return Merchandise Authorization (RMA) requests within 24 hours. • When we see high volumes for particular types of Customer Service Requests (CSRs), or RMAs we make adjustments and evaluate process changes, as needed. • The Customer Relations Supervisor reviews all CSRs at the end of the day to ensure that we handle each CSR right away. • Customer Relations Quality Analysts audit 30 cases per Customer Relations Representative each month to ensure our representatives are meeting quality standards and that we are providing proper training. Additionally, CDW.G conducts monthly loyalty surveys to measure the customer's perception of CDWG. We utilize these surveys to collect information for several internal departments including shipping, billing, and customer relations. We select customers on a random basis to participate in the surveys. If a customer ranks us "poor" or "fair", then the appropriate CDWG department contacts the customer to determine the reason for their unsatisfactory response and offer additional action to rectify the problem. This fortunately is rare, as the majority of end -users express favorable survey comments. The positive comment that we receive most often is "CDWG is extremely customer focused". As a testament to our dedication to customer service, CDW won the 2010 Forrester Groundswell Award for B2B Listening. 11. Describe the warranty period of products. Submit information on your warranty program. While products sold by CDWG come with the manufacturer's standard warranty, City of Tucson customers can contact our Technical Support Department for technical support on hardware purchased from CDWG. We provide technical support on the products that we sell for up to two years from the date of purchase. If the Technical Support representative determines the customer needs warranty support, they connect them to the manufacturer's warranty department. CDW•G offers a number of product lifecycle support options in addition to manufacturer warranties. This suite includes: • Warranty extensions and upgrades • Product and certification training • Post warranty support • Onsite repair • Accidental damage protection • Depot repair • Maintenance contract agreements • Help desk services • Post -sale technical support We send warranty expiration emails to our Account Managers, who then inform their customers when their hardware protection is about to expire. Account Managers assist their customers in determining the best warranty and coverage solutions to keep IT investments up and running, or finding a best -valued replacement. 12. Describe how your firm will notify customers of new products, CDWG prides ourselves on being on the forefront of technical development in the IT industry and our relationships with top manufacturers often results in advanced notification of upcoming releases of new products. In fact, we act as beta testing and product development for some of our vendor partners such as Cisco and Microsoft. Some of our engineers work closely with these vendor partners and learn the strengths, weaknesses, bugs and fixes of new products as many as 18 months before product release. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 46 PEOPLE WHO GET IT' We utilize a number of avenues to keep contract purchasers informed of these new products. We highlight products on cdwg.com, and the contract Premium Page, and are open to suggestions by the City and National IPA. However, since Account Managers keep up to date with their customers' systems and processes, they are often the notification touch -point for new products that fit these customers' needs. Account Managers receive regular new product and technology training from our manufacturer partners, an average of 4-8 hours a month. Often times, Account Managers complete additional training on their own, receiving OEM certifications as sales certified experts. This training allows them to provide insight to their customers atypical of what you receive with most resellers. They utilize this knowledge in working with their customers to determine if new products are the best solutions for the customer's needs. Additionally, our industry leading Solution Architects and Engineers act as resources to our Account teams and customers for consultation and evaluation of new products and technologies and for help with strategic planning for our customers' environments. Knowledgeable Insight. CDWG Account Managers focus on providing an expert viewpoint on our product portfolio. 13. Describe how your firm notifies customers of discontinued products? As detailed in the previous response, we often receive advance notification from manufacturers when a product is nearing end of life, and we make every attempt to communicate these changes to customers who may be affected. One of the essential functions of an account team is to make users aware of the availability of a given product or product line. Using powerful proprietary tools, each account manager has complete visibility in real time to our distribution centers. Each account team also has visibility into our distribution partners' warehouses through EDI feeds updated at least twice daily. As part of their value- added service, they assist customers in finding substitute products that will help customers achieve the same business results. Since this information comes directly from Account Managers, we always encourage our customers to call for assistance when making large or essential purchases. 14. Describe if technical support questions are handled the same way as a customer service request? If not, describe the type(s) of technical support available, the location of technical support, and the hours of technical support. We encourage customers to contact their Account Manager when tehcnical support is necessary. If the Account Manager is unable to assist, he/she determine the best next steps. They may work with the customer and dedicated manufacturer support coworker to resolve the issues, solicit assistance from their Sales Manager, or connect the customer to our help desk. CDWG customers can also contact our technical support team directly from our website or their Extranet site, in a variety of ways including email, chat, and telephone. Our technical support team is available Monday — Friday from 6am — 6pm Mountain Standard Time. All customer support is based in the United States. All Help Desk technicians are CompTIA certified; hold at a minimum A+ and Network+ certifications, and many are accredited in various engineering and manufacturing training courses. Our customer service team assists customers to ensure the product is working as the manufacturer intended. CDWG provides this value added support, at no charge, for up to two years or manufacturers end of life, whichever comes first. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 47 PEOPLE WHO GET 1T. 15. Describe the proposed verifiable pricing formula or guaranteed discount matrix for new products introduced. CDWG is proposing a percentage off our nationally advertised pricing. We will apply the contract discount applicable to the new products introduced. We propose our discounts by categories that line up with our own internal catalog categories, so that when we add these new products to the CDWG catalog, the City's contract catalog updates immediately as well. With the discussion of discounting from MSRP at the Pre -proposal Meeting, CDWG feels it is important for us to explain to the City the benefits of a discount from CDW•G's Nationally Advertised Price (NAP). The single most important parameter in a price model for this contract is the reference point from which price is calculated. Respondents, which derive discounts from MSRP, are often times leaving substantial customer savings on the table. For instance, the evaluation of the sum of an overall discount percentage does not always yield deeper savings. A seemingly "low" initial price, derived as a discount from a static reference like a Manufacturer's Suggested Retail Price (MSRP) may not be as advantageous as a "higher" price derived from a dynamic reference point. Resellers are able to obtain pricing which far exceeds MSRP-level pricing, due in large part to the quantity of product which they source from manufacturers and/or distribution partners and CDW•G's NAP is historically far lower than MSRP. The charts below display three relevant computer peripherals products which have been compared using the MSRP vs, CDWG NAP Models. These charts display the lack of savings which MSRP price models produce, as compared to that of a dynamic price list such as CDWG NAP: ARP List vs. .CDWG Nationally Advertised Price Lis, Product Product Product A B C Combined savings of products with a 20% off MSRP Model.: $157.24 Product A Product B Product C mzaMtlfWe Combined savings of products with a 6% off NAP Model: $473.06 As evidenced in the preceding charts, partnering with a contractor that utilizes a dynamic price reference point allows for the extension of more advantageous pricing even with a lower discount number. Simply arriving at a sum of all total discounts does not qualify savings unless the City is aware of where the prices originate. Often times we see competitors simulate MSRP pricing in order to show large discounts, however as the table above illustrates, even discounts which originate from standard MSRP cannot compete with discounts originating from CDWG Nationally Advertised Pricing. CDW•G's Nationally Advertised Price List, unlike an MSRP model, considers industry and buying trends and is fully automated. This benefits the City in that price decreases can be reported and tracked by running a basic report, while MSRP models require continuous monitoring, as well as manual price CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 48 PEOPLE WHO GET IT' adjustment entry for thousands of line items. CDW.G, on the contrary, is able to simply query price changes, update the price index, and report discrepancies to the City in a timely fashion. In conclusion, continuing to utilize a dynamic price model such a discount from CDWG's NAP keeps the City's evaluation an apples and oranges comparison, and allows the City to see more savings, faster. Even if a discount percentage is in the single digits (as noted in the CDWG NAP Model above) it packs the offer with greater savings than that offered by the high discount, low realized savings MSRP model. We commend the City for continuing sound procurement practices, such as requiring vendors to complete the Attachment A market basket. This deliverable provides the City a realistic price comparison, evaluating actual savings, as compared to perceived savings. However, as this market basket covers only a minimal portion of the discount categories requested, we encourage you to bear in mind our explanation above when considering each vendor's overall price offering. 16. Describe what other services you offer that would be applicable to this contract (e.g., leasing/financing, services, maintenance, implementation, design, analysis, training, repair, etc.) Leasing/Financing CDWG has a department dedicated solely to assisting our customers with their leasing needs. Much like our product offering, we take a vendor agnostic approach and focus on providing the best options in the industry, and not simply the latest solutions from a single provider. CDW•G's leasing team can work with the City to find the best leasing option that fits within any unique budget constraints the City may be experiencing. Leasing allows the City to procure needed equipment now, so you do not have to wait years down the road when your budget allows a large- scale purchase. With leasing and financing, the City also has the ability to bundle costs. Therefore, if you are also working with outdated software, you can purchase it with your products, and even services, all in one fell swoop. Budgeting for leasing is easier than purchasing outright, as your monthly payments are agreed upon upfront. Finally, you can protect the City from advancing technology. With a lease, you can choose to add to your lease term; and once you choose to end the lease you often have the option between purchasing or returning the equipment. Maintenance CDWG recognizes that maintenance/support contracts are of great importance to many customers because uptime is vital to their success. Our strong partnerships with the industry's top technology manufacturers, paired with our own maintenance solutions, offers a variety of viable options to our customers. Our maintenance options include the following: • Warranty extensions and upgrades • Post warranty support • Accidental damage protection • Maintenance contract agreements (conterminous, break/fix, and retainer) • Post -sale technical support • Product and certification training • Help desk services Implementation Our national footprint is expansive, with over 600 engineers on staff in more than 15 service offices, complimented by a national traveling team. Additionally, we have capabilities to ship 3,000+ custom- CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 49 PEOPLE V11110 GET 'I'. configured systems daily; we configure over 750,000 custom solutions in our two state -of -the art distribution centers annually. Our large number of engineers, paired with our configuration capabilities, allows CDWG to handle any rollout project that contract members may have. Design Most of our projects begin with either an assessment or planning and design session. Our architects review your needs and can perform an evaluation of your existing environment to develop a comprehensive solution to meet your particular project objectives. Consulting/Analysis Most of our projects begin with either an assessment or planning and design session. CDWG technical specialists and field solution architects are experts in many areas including unified communications, networking, wireless, network and physical security and server/storage solutions. CDWG will save contract members staff time and effort because our experts have already initiated the due diligence process. We share our knowledge of the latest technologies as well as our expertise regarding the pros and cons of each potential solution. We also offer a variety of more complex consulting/analysis solutions for those customers who need a more in-depth evaluation of their systems. Training CDW•G's project methodology ensures technicians and project managers work with the mindset of being an extension of the customer's IT staff. Throughout the project our team not only focuses on designing bullet- proof solutions, but continually engaging the IT staff; sharing knowledge, and ensuring the staff knows how to navigate the solution in which the customer vested their resources. Should a customer require training outside of this transfer of knowledge, we have a blended solution of CDWG offerings, manufacturer standard trainings, and technology training companies. Repair In addition to offering onsite repair, we have our own repair center. CDW's Repair Center offers fast turnaround time and low cost out -of -warranty repair prices, as well as great in -warranty service. Our factory certified repair technicians complete typical repairs on an average of 7-10 business days. We are an authorized Service Center for the following Manufacturers: • Acer • HP • Service Net • Apple • IBM • Sony • Fujitsu • Lenovo • Toshiba Please note: due to manufacturer policies, limitations, and agreements, CDW may not be able to service all computer models or lines made by these manufacturers. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 50 PEOPLE WHO GET IT� rice ro osal PEOPLE WHO GET $T 1. Provide price proposal as requested on the Price Page attached herein. In addition to indicating your proposed discounts on the Price Page, you must also apply those discounts to the sample items in the Sample Items List in Attachment A. CDW•G offers an additional 2% discount beyond the applicable category discounts for all HP products. ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 1 Systems 1. Desktops 2.00% 2. Notebooks 2.00% 3. Tablets 2.25% 4. Servers (1 Processor, 2, Processor, 4+Procesor, 2.25% Blade, Tower, Unix, Handholds, etc.) Group 2 Input Devices 5. Keyboards 3.50% 6. Mice 3.50% 7. Imaging Scanners 4.50% 8. POS Scanners 4.50% 9. Pointing Devices 3.50% 10. Bar Code Readers 3.50% 11. Audio Input 3.50% 12. Input Adapters 3.50% 13. PC and Network Cameras 3.75% 14. Input Cables 8.00% 15. Input Accessories 3.50% Group 3 Output Devices 16. Displays 3.25% 17. Printers 3.50% 18. Inkjet Printers 3.50% 19. Inkjet Photo Printers 3.50% 20. Laser Printers 2.25% 21. Label Printers 3.50% 22. Dot Matrix Printers 2.25% 23. Multi -Function Printers 2.25% 24. Wide Format Printers 2.25% 25. Multi -Function Inkjet Printers 2.25% 26. Wide Format Printers 2.25% 27. Fax Machine Printers 2.25% 28. Printer Accessories 3.75% 29. Projectors 3.25% 30. Projector Accessories 3.25% 31. Audio Input 2.25% 32. Video Cards 2.25% 33. Sound Cards 2.25% 34. Output Accessories 2.25% 35. Printer Consumables 2.25% CDW Government LLC Page 51 02/14/2013 , t)lf PEOPLE The City of Tucson Information Technology Solutions WHO. !T IT: ITEM NO, PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 4 Memory 36. Desktop 5.00% 37. Flash 4.25% 38. Networking 4.25% 39. Notebook 5.00% 40. Printer/Fax 4.25% 41. Server 4.25% Group 5 Storage Devices 42. Adapters Fibre Channel 43. Adapters FireWire/USB 44. Adapters IDE/ATA/SATA 45. Adapters RAID 46. Adapters SCSI 47. Bridges & Routers 48. Disk Arrays 49. Disk Arrays JBOD 50. Drives Magneto -Optical 51. Drives Removable Disk 52. Fiber Channel Switches 53. Hard Disks External 54. Hard Disks Fibre Channel 55. Hard Disks IDE/ATA/S 56. Hard Disks Notebook 57. Hard Disks SCSI 58. Networking Accessories 59. Optical Drives CD-RO 60. Optical Drives CD-RW 61. Optical Drives DVD/C 62. Optical Drives DVD-R 63. Storage Accessories 64. Storage NAS 65. Storage SAN 66. Tape Autoloaders AIT 67. Tape Autoloaders DAT 68. Tape Autoloaders DLT 69. Tape Autoloaders LTO 70. Tape Drives 4mm 71. Tape Drives 8mmNXA 72. Tape Drives AIT 73. Tape Drives DAT 74. Tape Drives DLT 75. Tape Drives LTO/Ultrium 76. Tape Drives SOLT 77. Tape Drives Travan CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 52 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 2.75% 3.50% 2.75% 3.50% 2.75% 2.75% 2.75% 2.75% 2.75% 2,75% 2.75% 2.75% 2.75% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3,50% 3.50% 3.50% 3.50% PEOPLE WHO GET 1r ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 6 Network Equipment 78. 10/100 Hubs & Switch 79. Bridges and Routers 80. Gigabit Hubs & Switches 81. Concentrators and Multiplexers 82. Hardware Firewalls 83. Intrusion Detection 84. KVM 85. Modems 86. Network Test Equipment 87. Network Adapters 88. Network Cables 89. Network Accessories 90. Repeaters and Transceivers 91. Wireless LAN Accessories 92. Token Authentication 93. 10G Fiber Optic Transceivers 94. 1 G Fiber Optic Transceivers Group 7 Software 95. Licensing Packages (i.e., Microsoft Open Value, Microsoft EES) 96. Licensing Backup 97. Licensing Barcode/OC 98. Licensing Business Application 99. Licensing CAD/CAM 100. Licensing Cloning 101. Licensing Computer Services 102. Licensing Database 103. Licensing Development 104. Licensing Entertainment 105. Licensing Financial 106. Licensing Flow Chart 107. Licensing Graphic Design 108. Licensing Handheld 109. Licensing Network OS 110. Licensing OS 111. Licensing Personal Organization 112. Licensing Presentation 113. Licensing Reference 114. Licensing Report Analysis 115. Licensing Spreadsheet 116. Licensing Utilities 117. Licensing Warranties 118. Licensing Web Development 119. Licensing Word Processing 120. Software Backup 121. Software Barcode/OCR 122. Software Business Application 123. Software CAD/CAM '124. Software Cloning 125. Software Computer Services 126. Software Database CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 53 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.25% 2.75% 2.75% 2.75% 8.00% 2.75% 3.25% 2.75% 15.00% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% PEOPLE WHO GET1r ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 7 Software Continued 127. Software Development 128. Software Entertainment 129. Software Financial 130 Software Flow Chart 131. Software Graphic Design 132. Software Handheld 133. Software OS 134. Software Personal Organization 135. Software Presentation 136. Software Reference 137. Software Report Analysis 138. Software Spreadsheet 139. Software Utilities 140. Software Warranties 141. Software Web Development 142. Software Word Processing Group 8 Media Supplies 143. Media 4mm Tape 144. Media AIT Tape 145. Media DAT Tape 146. Media DLT Tape 147. Media LTO/Ultrium Tape Drive 148. Media Magneto -Optical 149. Media Optical 150. Media SLR Tape 151. Media Travan Tape 152. Media VXA Tape 153. Media Zip Group 9 154. 155. 156. 157. 158. 159. 160. Collaboration and IP Telephony IP Phones Video Conferencing products Voice Gateways/Servers Headsets Audio conferencing products Analog phones accessories Group 10 Other 161. Advanced Integration 162. Asset Disposal 163. Asset Management 164. Cables 165. Cables Custom 166. Cables Printer 167. Complex Warranties 168. Desktop Accessories 169. Display Accessories 170. Electronic Services 171. Handheld Accessories 172. Imaging Accessories CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 54 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.25% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 3.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.75% 2.00% 2.00% 5.00% 8.00% 8.00% 8.00% 2.00% 5.00% 3.25% N/A% 5.00% 3.75% PEOPLE WHO GET T'. ITEM NO. PRICING GROUP DISCOUNT OFF VERIFIABLE PRICE INDEX Group 10 Other continued 173. Imaging Camcorders 3.75% 174. Imaging Digital Cameras 3.75% 175. Internal Lab Service N/A% 176. Lab Fees 2.00% 177. Managed Services 2.00% 178. Miscellaneous Solutions N/A% 179. Mounting hardware for vehicles 4.00% 180. Networking Warranties 2.00% 181. Notebook Accessories 4.00% 182. Notebook Batteries 3.75% 183. PC Lab Order Services N/A% 184. POS Accessories 3.50% 185. POS Displays 3.25% 186. Power Accessories 2.25% 187. Power Surge Protection 4.00% 188. Power UPS 2.25% 189. Server Accessories 2.25% 190. Service charge N/A% 191. System Components 4.25% 192. Training Courses 2.00% 193. Training Reference Manuals 2.00% 194. Warranties Electronic 2.00% Group 10 Additional Proposed Categories 202 iPad/Tablet Stylus 5.000% 203 Mouse/Wrist Pads 5.000% 204 Security Locks and Hardware 20.000% 205 Tools 5.000% 206 Document Scanner Accessories 3.750% 207 Flatbed Scanners 3.750% 208 Mobile Scanners 3.750% 209 Network Scanners 3.750% 210 Sheetfed Scanners 3.750% 211 Wide Format Scanners 3.750% 212 Workgroup/Departmental Scanner 4.500% 213 Build to Order Desktops 2.250% 214 Nettop 2.250% 215 Point of Sale 2.250% 216 Ultra Small Form Factor 2.250% 217 Apple Mac Memory Upgrades 4.250% 218 Chips/SIMMs/SIPPs/ROMs 4.250% 219 Computer Cases 4.250% 220 CPUs/Fans 4.250% 221 Memory Accessories 4.250% 222 Motherboards/Chassis 2.750% 223 1-2 Port Serial Boards 2.750% CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 55 PEOPLE WHO GET IT" 224 3+ Port Serial Boards 225 Console Server 226 Device Server 227 Terminal Servers 228 Content Management 229 FirewallNPN Appliances 230 Multifunction Security Applian 231 Network Camera Accessories 232 Network Cameras 233 Physical/Environment Security 234 Security Appliance Accessories 235 Security Tokens 236 Unified Threat Management 237 2-Way Radios/Walkie Talkies 238 Apple Notebooks 239 Convertible PCs/Slate PCs/iPAD 240 iPAD 241 Slate Tablet Computers 242 GPS/PDA 243 Wireless Communication Devices 244 Batteries 245 Power Supplies/Adapters 246 Rackmounting Equipment 247 Remote Power Management 248 Surge Suppressors 249 UPS/Battery Backup 250 14" & Smaller LCD Display 251 15-19" LCD Display 252 15-19" Wide LCD Display 253 15-19" Wide LED Display 254 20-30" LCD Display 255 20-30" Wide LCD Display 256 20-30" Wide LED Display 257 PColP and Zero Client Displays 258 Arm Mounts 259 Ceiling Mounts 260 Combo Mounts 261 Desktop Stands/Risers 262 Flat Wall Mounts 263 Mount Accessories 264 Pole Display 265 Stands/Carts/Feet 266 Tilt Wall Mounts CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 56 2.750% 2.750% 4.000% 2.750% 2.750% 2.750% 2.750% 2.750% 2.750% 2.750% 15.000% 2.750% 2.750% 3.500% 2.250% 2.250% 2.000% 2.000% 4.250% 3.000% 3.750% 2.250% 2.250% 2.250% 4.000% 2.250% 3.250% 3.250% 3.250% 3.250% 6.000% 3.500% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.250% 3.500% 3.250% PEOPLE WHO GET ir Group 11 Services — Offerors may offer a discount off list price or an hourly rate. Pricing may vary by manufacturer and by region of the country. Offerors should indicate any manufacturer and regional variances. 195. Design and Analysis 196. Configuration 197. Implementation 198. Installation 199. Training 200. Maintenance and Support 201. Additional Services Offered (On a separate page list the additional services offered and their applicable discount) CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 57 0/0 PEOPLE WHO GET rr Additional Services Discount from Service Standard Rate Standard Rate Converged Infrastructure Services Rates UCCe, Telepresence, Video, Webex Services Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% UCCx, UC, Unity, CME Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 175.00 1% Wireless, DLP, Physical Security Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1 Senior Consultant $ 200.00 1% Consultant $ 175.00 1% R/S, UCS, Nexus, Security Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1% Senior Consultant $ 200.00 1% Consultant $ 175.00 1 Cross Practice Services Rates Program Manager $ 225.00 1% Technical Writer $ 75.00 1% Trainer $ 175.00 1% Associate $ 160.00 1% Travel Rate Hourly Uplift $ 35.00 1% MS Unified Communications Services Rates Project Manager $ 185.00 1% Architect $ 200.00 1% Senior Consultant $ 185.00 1% Consultant $ 175.00 1% MS Information Worker Services Rates Project Manager $ 185.00 1% Architect $ 195.00 1% Senior Consultant $ 185.00 1% Consultant $ 175.00 1% MS Server and Security Services Rates Project Manager $ 185.00 Architect $ 200.00 CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 58 1% 1% PEOPLE WHO GET Ir Senior Consultant $ 180.00 1% Consultant $ 165.00 1% MS Monitoring and Management Services Rates Project Manager $ 185.00 1% Architect $ 200.00 1% Senior Consultant $ 180.00 1% Consultant $ 165.00 1% CitrixNMware Services Rates Project Manager $ 185.00 1% Architect $ 225.00 1 Senior Consultant $ 200.00 1% Consultant $ 180.00 1% NetApp/EMC Services Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% IBM 1, P, Z, TSM Service Rates Project Manager $ 185.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 200.00 1% Lotus/Websphere Services Rates Project Manager $ 185.00 1% Architect $ 190.00 1% Senior Consultant $ 180.00 1% Consultant $ 165.00 1% Other Manufacturer Solutions Project Manager $ 225.00 1% Architect $ 250.00 1% Senior Consultant $ 225.00 1% Consultant $ 175.00 1% CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 59 PEOPLE WHO GET 1T REVISED ATTACHMENT A. SAMPLE ITEMS LIST NOTE: For- each, item listed below, offeror should fill in the -yellow cells ;only. In the "Unit Price Before Discount" column,. offeror should enter the unit price for the specified`: item before°their,rliscount.is applied. In :the"Discount" column, offeror should enter the discount that they are proposing to offer for the Specified item: The discount entered ir1 the "Discount"column .sliould match the discount"that offeror identified on the Price Page. The "Unit Price After Discount" column will autopopulate based onthe entries in the:iwo preceding columns; Note. For the sore purpose of helping toidentifir fhe-sampfe:iterns below, the .CDW-GPart isatso being provided°for oach item.. Item"' 1 2 3 4: 5:. 6 7 PLUG-IN..DOCK.AND LOCK 30..DRAWER,CAB GARMIN GPS 18X USB SENSOR KEN UN IV DOCK STAT SD400V VID/ENEt RSA BASE SW LIC: BTW 1;55-250 GARMIN. FLANGE. MOUNT HP SB LA2205VVG 22" WIDE.DVI DP HA. CRUCIAL 1GB:184PIN DDR PC3200 PLUG-IN STORAGE -SYSTEMS: GARMIN KENSINGTON RSASECU RITY GARMIN HEWLETT- PACKARC CRUCIAL TECHNOLOGY 4852-L-30 010-00321.-31. K33926US APP0000250B: 010-10453-00 N M2.74A8#ABA. CT12864Z40B 935042° 1441195 1822378. 1016651 914063. 1906059. •635233 8'. 10 11 FUJITSU F1-6770A .F'BSCAN .9OFP M WNRS.: HP OFFICEJ1 T00 MQB PRINTER-L411A FUIITSU Fl-6770 FBSCAN...90PPM VV,NRS BELKIN USBA/A EXT CAB MJF IMAC 10' FUJITSU.. HEWLETT PACKARD: FUJITSU BELKIN PA03576-B035 GN551A#B1.H PA035.76-B105 F3U 134-.10-CBL 1533003 •2374450`. 1532992'. 141310 4;92166 $ 19251 42500% 40000% 3;2500% 5° 0000% $ 3,937,33 81.38 $ 124.48 62.72 6 18.14 $ 185,77 6 25.57 4 ,5000%0 3.5000%0 45000% u� 5:715.67 $• 218.50 5,359.39 .8 10.08 12. CRUCIAL 1GB DDR2 PC2-6400 CRUCIAL TECHNOLOGY CT12864AA80 1269183. 5;0000% 16.10 O N N n i O p G o CO CD -4CD C ?CD O o C o F 0 n 0 0 rn rn 14 15: 16. 17 18 19 20 21 22. 23 24 25: 26 CRUCIAL 1GB 200PIN SODIMM PC2700 RSA SID700 60SEO 3YR100 PACK HP SB 6300 I.3-2120 5QQ0B 4GB VV7P NEC 219OUXP 21._3 DVI HA APG.SMRTUPS 1500VA USB/SER RM 2U. ERGQTRQN DUAL LCD:.STAND'VERT <24" APO. UPS, NETWORK MANAGEMENT CARD 2 CRUCIAL 1GB.DDR2 PC5360 240P1N DIMM TRIPP ISOBAR.SURGE 4 OUTLET 6FT CORD APC SMART UPS 2200VA RMITV+/R TRENDNET'10/100TX.100FX FIB CONVERT ISM LTO4 ULTRIU M. 4 BARCcDE LABELED RSkSID700 60SEC3YR 50 PACK LANTRONIX EDSSPRBPT TRMNLSRVR CRUCIAL TECHNOLOGY RSA SECURITY H EWLETT- PACKARD. NEC APC ERGOTRON APC CRUCIAL TECHNOLOGY TRIPP LITE APO TRENDVVARE• INTERNATIONAL IBM RSA.SECURITY LANTRON IX CT12864X335 Si• D700. 6-6036-100 85NOSUT#ABA: LCD2190UXP-BK SUA15OORM2U. 33-091.200 AP9631 CT12864AA66T ISOBAR4ULTRA SUA2200XL- NETPKG. TFC=110$151 95P4437 •SID700-6-60 36-50 EDSO08:12N-01 657427 103311:2! 2745728- .993067 '468489 2`I0326. -1745.320: 727405,. 024586: 1594908. 1563'443: 131.9661 1035736 1183723 266.32 $ 1;453 35 $ 2,770.05 .546.62 5:0000% 10000%a 6.0000% 3.2500% 35000%0 8 2500% 5>0000% 8.2500% 87500% 4.0000% $ $ $ $ 31:26 4,704.85 629.53 798.99 629.22 257.00 421.73 14.20 49.79 1;406.12 111.94 28.80 2,354.54 524.76 GRAND TOTAL $ 27,71727 . Propose and provide details of additional discounts or rebates for volume orders, special manufacturers' offers, free goods program, total annual spend, etc. Under the contract, individual clients who purchase significantly larger amounts may qualify for an additional discount on individual purchases. Additionally, as a partner on the contract, CDW-G will be leveraging its influence on manufacturer partners for additional cost saving programs based on contract spend. CDW•G Exclusive Savings. CDWG offers contract purchasers an additional 2% discount for all HP products. One of the updates to our price offering to the City that we are most excited to offer contract purchasers, is deep additional HP discounts. CDWG recognized on the current contract, HP products are what agencies continue to purchase the most. In fact, HP sales are almost three times higher than the second highest OEM sales. We realized this was a potential for even greater savings for our customers, and as an HP Premier Partner, CDWG negotiated an even lower discount for the new contract. At present, we will be offering all HP branded items at an additional 2% discount over and above the standard contract discount. This discount is only for CDWG customers, and is exclusive to the City's contract. With our dedicated Account manager model, CDWG Account Managers are tasked with providing exceptional customer service and excellent value to each customer who purchases from National IPA. With that goal in mind, if a customer were to forecast larger quantities, the Account manager will work with manufacturer partners on behalf of his/her customer to achieve greater than contract discounts. The discounts and effective savings will be dependent on manufacturer support as well as the size and volume of the order. Depending on the product type the discounts can be anywhere from 2- 20% additional savings. 3. As stated in the Instructions to Offerors, 7. Discounts, the price(s) herein can be discounted by %, if payment is made within days. These payment terms shall apply to all purchases and to all payment methods. CDWG does not offer prompt payment discounts. 4. Will payment be accepted via commercial credit card? Yes Yes, we accept commercial credit card payments. No a. If yes, can commercial payment(s) be made online? Yes No b. Will a third party be processing the commercial credit card payment(s)? Yes No c. If yes, indicate the flat fee per transaction $ (as allowable, per Section 5.2.E of Visa Operating Regulations). d. If "no" to above, will consideration be given to accept the card? Yes No Yes, customers can make online commercial payments. We have trading partnerships with credit card processing companies; our customers do not directly incur any fees associated with these transactions. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 62 PEOPLE WHO GET ITS 5.— Does your firm have a City of Tucson Business License? -- -Yes No CDW G does not currently have a City of Tucson Business License, but we have applied for one. We will happily provide this to the City once we receive. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 63 PEOPLE WHO GET IT C. o u iification an• x ,rienc PEOPLE WHO GET IT 1. Provide a brief history and description of your firm. Discuss firm's national presence in the IT solutions industry. Founded in 1984, CDW is a leading provider of technology solutions to over 250,000 customers composed of small-, medium-, and large -sized public and private entities. CDW Government LLC (CDWG) is a wholly owned subsidiary of CDW Corporation, incorporated in 1998 to address the specific needs of our government, education, and healthcare customers. Our unique company structure provides our customers products and services only a large national reseller can provide, combined with a local presence typical of a small business. We have a large manufacturer presence in our offices across the country and blanketed in the field with our field account executives. Account Teams are segmented by sector, which allows us to provide our each customer with one contact who is knowledgeable of every nuance of their organization. CDWG is one of the largest direct marketing reseliers in the U.S., currently carrying more than 100,000 top name -brand technology products from more than 1,000 leading IT manufacturers. Our two state of the art distribution centers are capable of handling 141,000 shipments daily, out of a combined area of almost one square mile. We utilize a just -in -time inventory system to ensure we have the products in stock and ready to ship, and send them out to our customers with a 99.7% shipping accuracy. We launched our e-commerce website in 1995, as an additional avenue to service our customers. In May 2012, CDWG was ranked No. 10 on the list of America's largest e-retailers by Internet Retailer's Top 500 Retail Web Sites Guide for the third consecutive year. Though our selection of product is very wide, CDW.G delivers more than just product; we also deliver IT solutions. We offer a full spectrum of technology services including cloud computing, consulting, system configurations, implementation, and training. CDWG designs and implements complete business solutions that address a full range of complex issues including, but not limited to Business Continuity, Infrastructure Optimization, Networking, Security Management, and Unified Communications. Our intricate offering coupled with our customer -centric business model, is the reason for our success. A testament to this success is our continued upward sales trend, totaling over ten billion in 2012. 2. Provide the total number and location of sales persons employed by your firm. CDWG currently employs more than 1,360 coworkers, part of our larger organization of 6,900 employees nationwide and in Canada, with 43 different locations. More than 840 of our CDWG dedicated sales force are Account Managers, in addition to 65 Field Account Executives placed throughout communities across the nation. 3. Provide the number and location of support centers (if applicable). When CDWG was awarded the City's contract in 2008 we had offices in five states and Canada. Since this time, we have drastically expanded our location CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 64 Nationwide Coverage. 1,360 CDWG coworkers serving our customers PEOPLE WHO GET it portfolio across 20 additional states, and have added second/multiple offices in a number of our original five states and Canada. Currently, we have 43 separate locations. Speaking specifically to the benefit of this contract, seven of the states with new locations are also in the ten states with the highest historical spend on the contract. 4. Provide your firm's annual sales for 2009, 2010, and 2011. Below you can see evidence of CDW Corporation's sales growth, and our growth on the contract as well. You -will note that since -the recession of 2009, CDWG consistently drives compounding growth in both areas, and anticipates these upward trends to continue. Also notable, the growth rates of National IPA exceeding the standard rate for CDWG, verifying our good faith effort to promote the contract within our existing client base. nnuat Revenues 5. Please submit your FEIN and Dunn & Bradstreet report. CDWG FEIN: 36-4230110 Dun & Bradstreet numbers: CDW Corporation CDW Government, Inc. 107627952 026157235 We include our reports in a separate, confidential file. 6. Provide a summarization of your experience in performing work similar to that outlined in this solicitations. Provide a minimum of three references for which your firm has provided the same solution (please include company name, address, contact person, phone number, email address and dates of service). References from other public agencies, particularly municipal governments, are preferred. As detailed previously, CDWG holds a number of similarly structured contracts, including AEPA, NJPA, and TCPN, among others. These are contracts we not only currently held, but have held simultaneously while managing the City's current contract. For our references we provide customers that can attest to our abilities of both managing this contract, and to addressing and meeting their needs as our customer. We provide contact information for these customers in a separate, confidential file. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 65 PEOPLE GET IT'. niversity of Arizona Address: The University of AZ Purchasing USA Building 300A, 5th Floor Tucson, AZ 85721 Dates of Service: July 1989 — present Summary of Service: Currently one of the top purchasers of the City's contract, the University relies on their CDWG Account Manager to help find the contract's best solutions for many of their technology needs. ilisborough County Address: 601 E. Kennedy Blvd. Tampa, FL 33602 Dates of Service: November 1996 — present Summary of Service: Hillsborough County has a number of mandatory statewide contracts they must use for their 1T purchases. For most other purchases, they turn to the City's contract. ee County Address: 1825 Hendry St Fort Myers, FL 33901 Dates of Service: August 1993 — present Summary of Service: Like Hillsborough, Lee County only cooperative contract they purchase from is the City's. They utilize the full scope of the contract offering. 7. Provide resumes and three references (preferably from the public sector) for the primary customer service representative(s). Resume(s) shall include their title within the organization, a description of the type of work they would perform, the individuals' credentials, background, years of experience and relevant experience, etc. References shall include the contacts name, phone number, email, position, organization, and the work which the Offeror performed for the reference. CDW•G's customer service structure is beneficial to contract purchasers, in that each agency has its own dedicated Account Manager acting as the primary service representative. However, due to the large number of Account Managers dedicated to this contract, it is not feasible to provide the requested information for each. Therefore, we provide the credentials for your lead customer service representative for the contract, your point of contact for contract management, and the City's own dedicated Account Manager. Pat O'Brien, Sales Manager Phone: 877.898.2997 Email: patobri:aPcdwg.com Organization: Reports to David Hutchins, VP of State and Local Government Sales Contract Role and Experience: Pat acts as the City's main point of contact for all customer related aspects of this contract. He assists in driving contract opportunities by meeting with customers, attending conferences, assisting with marketing initiatives., and training his sales team on the contract. Additionally, he acts as the point, should any customer issues need escalated. Pat has supported our customers for over 11 years, seven years within a manager capacity. Within his eleven years, he has supported government, education, and healthcare customers, allowing him to provide adept assistance to any .customer utilizing the contract. Pat has also led this contract from a sales perspective since day one. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 66 PEOPLE WH GET 1T Wilson Garcia., Program Manager Phone: 877.898.2997 Email: wilsgar@cdw.com Organization: Reports to Amanda Ewertowski:, Sr. Program Manager, who reports to Tara Barbieri, Director of Program Sales Contract Role and Experience: Wilson acts as the City's main point of contact for all contract management related aspects of this contract. He assists Account Managers with new member set-up, contract page issues, and assists with Account Manager training. Additionally, he provides the City and National IPA contract reports_ and Quarterly Business Reviews Wilson has acted in a Program Manager capacity with CDWG since 2005. He utilizes his Masters of Public Administration degree and background in the government sector to continue to provide our customers the level of service and compliance their contracts both need and deserve. Like Pat, Wilson has supported the City's contract since its inception. Derrick Graff, Sr: Ac:count Manager Phone: 866.339.7079 Email: derrgra(d?cdwg.com Organization: Reports to Pat O'Brien, Sates Manager Contract Role and Experience: Derrick is the City of Tucson's own dedicated Account Manager. He assists the City with any of your technology procurement needs, whether utilizing your own contract, or not. He promptly responds to orders, acts as a subject matter expert for the City's :specific technology needs, and collaborates with manufacturer support to provide you the best -valued solutions.. Derrick has assisted CDWG's government customers for over five years. Derrick knows the importance of providing knowledgeable insight to his customers, and thus continually focuses on Manufacturer training, acquiring certifications in HP, Cisco, Microsoft, Panasonic, VMware, NetApp, EMC, and Symantec. He combines this knowledge and experience to provide the City a high level of support for your contract. ity of Peoria Information Technology Address: 8401 W. Monroe St. Peoria, AZ 85345 Dates of Service: December 1998 — present Summary of Service: The City of Peoria recently placed a large purchase of Toughbooks through CDWG on the National IPA Panasonic contract, a contract which we partner with Panasonic. This purchase was a refresh project. The City purchased the same products from CDW•G three years prior and were highly satisfied with both the Panasonic products, and the service they receive from CDWG. avajo County Address: 100 E Code Talkers Drive South HWY 77 Holbrook, AZ 86025 Dates of Service: May 1992 — present Summary of Service: Navajo County is a National IPA member and frequently uses the City's contract for their technology needs. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 67 PEOPLE WHO GET IT ohave County Address: 700 W Beale St Kingman, AZ 86402 Dates of Service: September 1993 — present Summary of Service: Mohave County utilizes a number of cooperative contracts, including National IPA, Derrick assists them in determining which of these contracts fits the needs of each project the best. 8. Provide information regarding if your organization ever failed to complete any work awarded. At the time of submission and to the best of our knowledge, CDWG has never had a contract terminated for cause, 9. Provide information regarding if your firm, either presently or in the past, has been involved in any litigation, bankruptcy, or reorganization. Though CDWG has been involved in litigation none has or is expected to impact our ability to provide products and services on this agreement. We have not filed any bankruptcies. We reorganized with new ownership in August 2007, resulting in transition from a publically traded company to a return to the private sector. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 68 PEOPLE WHO GET IT Technolo v PEOPLE WHO GET IT 1. Describe your website and the ease -of -use for customers to perform the following types of tasks: a. to search for products b. to find alternate products (if a certain product is not available) c. to perform side -by -side price comparison of products d. to order products e. to order products in advance (i.e., how far in advance of required delivery date can an order be placed?) f. to track order status, to include backordered items g. to determine when an item was received and who received it h. to restrict/block the ordering of certain line items and to restrict/block the ordering of groups i. to create approval paths/levels for orders, to include creating an approval path for restricted items j. to create a "favorites" list or other personalized list of frequently ordered items k. to create a "shared" list for an agency to use I. to obtain online customer service m. to receive online training n. to accept credit card payment (and describe the level of data offered; also describe your security measures for credit card orders) o. to track their budget for purchases p. to generate reports Each Agency utilizing the contract has their own customized CDWG@work extranet that is available to users 24 hours per day, seven days a week. This value-added tool makes working with CDWG easy, convenient and efficient. We have been the pioneers in tapping the power of the web — and we continue to develop enhancements based on customer feedback. Our extensive suite of extranet tools is provided to contract users at no additional cost. We have enabled more intetactive information about updates to the website via http://www.cdwsiteinfo.com/ . In January 2013 we released a CDW.G Specific Site SLOG via http://www.cdwsiteinfo.com/category/about-our-site/bloq/cdw-q/. Cr WSitei fo.com rything arik rbout C W's website This BLOG includes a site overview as a movie and PDFs describing all the value added features, including: • Streamline the ordering process • Facilitate product standardization • Automate purchase approvals and control rogue purchasing • Communicate standards to all users CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 69 PEOPLE WHO GET I' • Maintain customized catalog(s) • Reduce time spent researching and purchasing IT products • Maintain consistent pricing across the organization • Create quotes right from your shopping cart • Provide up-to-date order and delivery status including backorders • Track purchases by each subsidiary and affiliate • Simplify software licensing and ensure compliance that minimizes costly fees • Track your IT assets across your organization • Provide flexible reporting capabilities using pivot table technology • Track up to three years of purchase history • Upload reports in Excel format • Access online chat support Our web capabilities provide an extra level of convenience, customization, and efficiency for all users. Our award -winning e-Procurement tool brings customers: Speed — Customers can research, purchase and track technology easier and faster than ever. CDWG makes the buying process simple and more efficient. With one click, authorized purchasers can procure the best solutions at the best price from one of the industry's largest inventories of brand -name products. Consolidating purchases through our "one -stop shop" saves customers both time and money. Information — Our extranets provide the industry's most comprehensive suite of e-Procurement tools to gather the breadth and depth of detail to help make the right purchasing decisions. The site puts customers in direct contact with their Account Manager who can personally guide with suggestions and recommendations to help make informed purchase decisions. Reporting — As a rich source of detail on purchase history, license agreements, and asset tracking, CDWG@work lightens the burden of report generation. This customizable extranet is a productivity -enhancing tool, giving the exact detail customers require whenever they need it. As detailed in Question #10 of this section, customers can also download reports into a variety of formats, including Microsoft Excel, CSV and tab -delimited files. The value-added benefit of a customized extranet is the ability to manage data and information that will enable customers to make more cost-effective decisions. It also reduces the administrative and purchasing costs involved in procurement. Extranet Features We provide specific features of a customized extranet below: Contract Pricing — View Negotiated Contracts in Real -Time, Receive Bids Quickly Agencies can view the City's contract pricing, right from their extranet. City of Tucson contract users can view all eligible contract pricing as they shop. Their extranet automatically provides their special pre - qualified pricing and discounts on tens of thousands of products. Authorized users can access contract and/or special pricing in real-time, as the site is constantly updated to reflect the latest status. Buyers from any location can view approved contract pricing to ensure this pricing structure holds true throughout the entire organization. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 70 PEOPLE WHO GET IT Account Team — Access Expert Support with a Personal Touch CDWG@work allows customers to work directly with your dedicated Account Manager and team of sales support, as well as customer service professionals and certified technicians during every step of the purchasing cycle. CDWG@work displays pictures of the customer's Account Team, view their contact information and check their availability in and out of the office. Online Quotes — Create, Review and Place Orders in Minutes Purchasers can review quotes online just moments after their Account Manager create it. From here, users can print it, forward it to colleagues or manager for pre -authorization, or convert it to a live order. This feature also lets customers create their own quote right from their shopping cart, in addition to viewing contracts, volume and bid pricing online. Company Solutions — Compare and Buy Single or Bundled Products with One Click This CDWG@work capability enables agencies to customize their extranet home page to show the products and configurations their organization uses, and to streamline standard product orders. They can choose a variety of formats to view products individually, in bundles, by manufacturer or even in side -by - side comparisons. By grouping products into bundles, there is no guesswork when making repeat purchases on your standardized solutions. CDWG@work also allows customers to perform quick product searches and to "comparison shop" by viewing side -by -side, detailed product descriptions before they even place an order. This takes the hassle out of downloading data from multiple manufacturer websites. Catalogs and Custom Catalogs — Limit Product Purchase Rights The catalog feature allows agencies to create customized catalogs. Customized catalogs can be used to limit the purchasing ability of end -users based on: Purchase History, Corporate Solutions, Contract(s), Manufacturer Part Number, the CDW•G EDC, and through the Search function. The same engine and keywords that drive the Search Engine are also available to search for product. This allows purchasers to refine items listed before making them a part of their agency's custom catalog for one or multiple users. These rules can be used to add product to a catalog or exclude items from one as well. Once applied to a group or PAS workflow, they can really help control the spending habits of end users and help keep IT budgets on only the standard of items approved. Compare Products. Easily compare products to find the best product for your needs. Asset Management — Follow Asset -Tagged Hardware throughout Agencies CDWG@work provides an online asset management tool to track asset tagged products. Products are searchable by serial number, order number, date of purchase, product description, warranty length, invoice number, or location. Users can even create their own custom fields and add or enter products purchased from other vendors. This extranet feature also allows customers to modify their records to reflect the transfer of equipment from one location to another, a real plus for , customers with multiple locations. Asset Management then lets the user create and download a detailed report of their hardware assets. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 71 Manage Assets. Track all your products, even those not purchased at CDWG PEOPLE WHO GET 1T Account Linking — View, Place and Track Orders from Multiple Addresses Account Linking lets customers view, place and track orders, including historical purchases across multiple bill -to addresses. A single login gives authorized users a way to efficiently access their order status from across the enterprise to anywhere in the world. This eases the challenge of multiple purchases from disparate locations by centralizing the purchasing process, yet offering the flexibility to place and track orders by address and location. My Purchases — Track Order Status and Purchasing History Instantly .. _ Act4ons This feature offers a full breadth of tools to track order status, purchasing history and financing options. Original invoices can be printed; giving a view into outstanding balances and invoices, credits, adjustments and/or payments. Agencies can download their purchasing history in preferred time increments (such as month -to - date, last six months, prior year, etc.) in any number of formats. The system lets users automatically save this data in spreadsheet or database applications. Authorized users can readily search their order, get a tracking number, check shipping status, and request a Return Merchandise Authorization (RMA). Track Purchases. Track order and view invoices conveniently from one location. Purchasing Authorization System (PAS) — Streamline Purchasing Approvals CDWG@work also automates the approval process. PAS enables customers to restrict their employees' purchasing power and to automate required approvals before they place any order. PAS bypasses the laborious step of having a purchasing administrator personally place each order. This process allows for multiple levels of approval, as well as multiple approval systems, which can all function independently for many departments/locations within the procurement process. This system also allows for reporting that is specific to orders which have moved through the requisition process setup through PAS. All reporting is as dynamic and editable as the other tools on their extranet. Monitor Purchases. PSA removes the need for a purchasing admin to personally place each order. Product Finders — Easily Find the Right Accessories and Supplies CDWG@work and CDWG.com now offer Product Finders to make it even easier to find supplies for printers, fax machines, copiers, multi -functions, and other devices. Customers can also search for desktops and notebooks. Product Finders guides to the technology solutions that fit agencies needs and will even help find information for discontinued models. These Finders were designed to ensure compatibility for product categories including cables, desktops, ink and toner, memory, notebooks, power protection, and cases and bags. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 72 PEOPLE WHO GET IT": 2. Describe additional functionality offered by your website. Provide screen shots, a demo "CD", a demo URL, a manual, etc., or any other format that will aid the City in our evaluation of your website. The City can review the current contract's CDWG Premium Page at www.cdwq.com/nationalipasolutions. When placing an order, agency members log into their own personal CDWG Extranet to complete the procurement. This account is available twenty-four hours a day, seven days a week. On this site, agencies can compare products, quickly find compatible accessories, and select from a number of shipping options. However, this account offers more than just ordering functions. Agencies can track spend history, manage assets, and create customized reports. If they are in need of customer service assistance, they can reach their account manager, chat with or email a representative, and even place an RMA request. For an Extranet tour, visit http://www.cdwsiteinfo.com/extranet-video/. The Extranet is not the only site we offer helpful tools to our customers, our main page, cdwg.com has a plethora as well. For a tour of this site's functionalities, visit http://www.cdwsiteinfo.com/cdw-site-tour/. CDWG will continue to build new e-Procurement solutions and feature enhancements based on customer feedback. We strive to regularly incorporate new features and capabilities that ease inventory headaches. 3. Describe any national awards and/or other recognition that your website has received. In May 2012, CDWG was ranked No. 10 on the list of America's 500 largest e-retailers by Internet Retailer's Top 500 Retail Web Sites Guide for the third consecutive year. 4. Describe the hours your website is available? What are your hours of downtime, such as for system maintenance? CDWG does not have any scheduled extranet down time. Our website's availability is above 99.95%. We are constantly imaging and activating revisions while the site is fully operational. CDW.G works to ensure that there is redundancy in place to minimize any risk of downtime for contract purchasers. We typically inform our customers of scheduled extranet outages 24-48 hours in advance. When these outages must occur, which is not often, we tend to schedule them on weekends when there is the least impact on the customer. In 2012, our site was only down for maintenance Sunday during the week of 4th of July and Sunday before Labor Day in September. We are capable of advising customers of any significant change (SSL Certificate Update, Change in IP block being used, major look and feel update) 45 days ahead of the scheduled change. Customers can let their Account team know if they would like to be added to this notification list. 5. Does your website offer real time product availability? Yes, most manufacturers send us daily Electronic Data Interchange (EDI) downloads with pricing and product availability information. Our channel distributor partners send us daily EDI downloads, which allows us visibility to inventory items and pricing broken down by local or remote facilities. Furthermore, our top three distribution partners provide real time inventory information. Using a Just -In -Time inventory management system, our purchasing department excels at keeping a one - to four -week supply of products in our distribution centers (depending on current sales volume trends for each product). We scan inventory as it enters the distribution center, as it moves through the fulfillment CDW Government LLC Page 73 02/14/2013 The City of Tucson Information Technology Solutions PEOPLE WHO. GET 1r process, and before it leaves the centers. This allows us to maintain near perfect inventory accuracy. The system processes and transmits each scan in real-time, providing immediate inventory updates. 6. Does your website offer order size incentives? For example, if an order reaches a certain amount, is there a discount that is offered and, if so, how is that conveyed to the customer? No, our site does not currently offer order size incentives. However, due to the relationships our Account Managers have with their customers, they are often engaged in large purchases from the onset, and work with our Manufacturer partners to gain further cost savings. In rare instances where an Account Manager not be engaged in the process prior to the order being placed, they review all orders that would potentially fall within this category, and would address the potential savings at that time. 7. Describe the types of email confirmations that your website generates. What events trigger an email going to the customer? The CDWG website generates customer email confirmations for events including quote and order confirmations, notification of back orders, as well as shipment notifications. Customers can enroll in paperiess billing to receive all invoices via email, and they can schedule an email reminder to order the products frequently used. Additionally, order status information is available 24 hours a day on the customer's CDWG Extranet. 8. Describe the registration process to set up new customers for your online ordering process. Is self - registration available? If an agency does not want self -registration, are you available to assist in the registration process? Wilson Garcia, your dedicated Program Manager, adds new members to the contract typically within a week of receiving a new member list from National IPA. Should a new member need immediate access to the contract, CDWG Account Managers have been trained to request the new member forward them the confirmation they receive from National IPA. The Account Manager then provides this confirmation and the customer's CDWG account number to Wilson, who immediately adds them to the system for contract access. If the agency does not already have an Extranet account, there are a few short steps for them to create an account. Once the customer creates their account, they simply log on to access the contract. Account Managers provide any registration assistance. 9. Describe if your website can be customized for an agency's specific needs, such as placing our logo on your website, associating an agency blanket purchase order number on all orders, creating a bulletin board or other place to display customized messages, displaying approved configurations, naming certain fields (i.e., user defined fields), etc. Your Program Manager, Wilson Garcia, works with the City and National IPA to customize the contract site as detailed in this requirement. As detailed previously, the site currently displays the National IPA logo, displays a customized message, highlights appropriate products, and has fields named as specified by the City. Agencies customized extranet home page will provide authorized users with quick and easy access to the following features: CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 74 PEOPLE WHO GET IT Quick Cart — Enables users to add items directly to their cart by typing in the CDW part number. Account Team — Displays the "In/Out" status of your dedicated Account Manager and provides immediate and direct access to your dedicated Account Manager via phone fax and email. Also, provides a link to your entire dedicated Account Team. News — Provides additional information on extranet tools and enhanced features. Promotions and Updates - Shows current promotions and updates to technology solutions. Featured Products — Highlights specific products and solutions. Recent Orders — Displays information for orders for the past 45 days including order status, purchase date, purchase order number, purchaser, and sub -total. Contracts — Provides details of pricing contracts for your organization and enables you to download pricing for your contracts. Bundles — Takes the guesswork out of repeat purchases. Administrators can create custom bundles containing their company's standardized solutions. Individual Products —Allows administrators to highlight products for quick and easy access. Comparison Charts — Helps users to compare the features and prices of multiple products during the shopping process and save those comparisons for future reference. Links — Lets users maintain easy access to manufacturer websites and other helpful online destinations. There are links to additional extranet features that are only a click away. These features include: My Purchases — Offers a full breadth of tools to track order status, purchase history, and financial information. Security Settings — Enables administrators to restrict users' access to specific functions. Asset Management — Enables you to create and download a detailed report of your organization's hardware assets that have been asset tagged. Software License Tracker — Simplifies software license management and reduces the risk of non- compliance. Quotes — Enables you to create your own quote right from your shopping cart, forward it for pre - authorization, and convert it to a live order. Purchase Authorization —Automates approval process and manages users' purchasing power. Custom Catalogs — Displays only products approved for purchase by your organization. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 75 PEOPLE WHO GET IT.: Online Chat — Puts users in direct contact with customer relations, technical support, and e-support team representatives. 10. Describe the types of online reporting that are available. Is customized reporting available? CDW•G's reporting capabilities are extremely flexible and comprehensive. CDWG Extranet provides access to real-time information in a way that is convenient and easy to use. This is one of the most used areas of our site and we made some significant look and feel changes to the reporting sections in December 2012. • The City of Tucson authorized users have access to your extranet 24 hours per day, 7 days per week. Authorized users have the ability to generate a variety of reports via their agency's extranet. Data fields include, but are not limited to: • Product name • Item description • Part number • Cost per unit • Order quantity • Delivery location • Date ordered • Purchase Order# • Purchased by Agencies can view standard reports, and create and save custom reports. Reports can also be generated for a variety of timeframes; differentiated by site, division, department, buyer, city, state, product, etc. Users can select from Microsoft Excel, CSV and tab -delimited files for report downloading. 11. Describe your online return process (if available). User— Friendly Reporting. Customers can customize their own reports in their extranet. In order to return any product to CDWG, including damaged or defective products, contract users must request a Return Merchandise Authorization (RMA) number. The most efficient way to request an RMA number is via the customer's CDWG Extranet. When an RMA request is entered, the system automatically checks several factors to see if the RMA can be automatically approved. If the return meets these factors, the RMA number is emailed directly to the customer. Should the auto -approval criteria not be met, the RMA will route to Customer Relations for processing. The benefit of our automated system is faster turnaround time on most RMA approvals. Once CDWG has processed the request, the customer receives an email with the RMA number. The approved RMA number must be clearly noted on the shipping label of each box. 12. Describe any third -party integration that you have successfully implemented. For example, is your website integrated with any third -party procurement, financial, or purchasing/credit card systems? CDWG has implemented ecommerce solutions with over five thousand customers on most of the major purchasing platforms (78 identified for customer integrations as of January 2013). We likewise provide level III/tier 3 credit card reporting and provide financial reports (invoices and histories) in different CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 76 PEOPLE WHO GET ITS. automated formats for compatibility with financial systems. While our website is compatible with third party e-commerce solutions, the CDWG is owned and managed in-house without reliance on third party support for our key web systems. Below are examples of ecommerce methods CDW.G currently supports with our customers: FTP (File Transfer Protocol) CDW•G's FTP processing is flexible; we can exchange fixed length, wrapped or unwrapped files, with or without CR/LF. We can also exchange stream files — one continuous stream of data (variable length). Naming conventions for files and the number of files exchanged are flexible. CDWG or the customer can host the FTP site. UserlD and Password are required to access our FTP site. CDW can delete files that have been retrieved. Partners will be expected to delete files after they are retrieved. CDWG uses PGP to encrypt data exchanged FTP. PGP (Pretty Good Privacy) is widely available and uses public -key cryptography to exchange files, with both privacy and authentication, over all kinds of networks. CDWG can also support FTP using SSH or SSL session encryption. EDIINT-AS1 This communication method uses the e-mail system to transfer encrypted data over the internet. The partner needs to have an AS1 compliant software package that can encrypt and decrypt EDIINT AS1 data. EDIINT-AS2 This method uses the internet to exchange data. This communication method uses an HTTP post (language of web sites) to transfer encrypted data over the internet. The partner needs to have an AS2 compliant software package that can encrypt and decrypt EDIINT AS2 data. HTTPS (HyperText Transmission Protocol, Secure) This method allows CDW to send and receive data through a Web Server using HTTP/S. HTTP is traditionally used for displaying interactive Web pages, but can also be used as a communication method. VAN (Value Added Network) A VAN is the least desirable method due to the fees incurred for this third -party service. CDWG will be happy to work with you in any capacity to eliminate the use of VANs as a communication method. If necessary, we can establish a secure connection to a VAN and the VAN should exchange in a secure fashion as well. 13. Describe your strategic vision for your website — i.e., Is new functionality expected to be added? If so, describe the functionality and the timeline for implementation. How often is the web redesigned? As technology evolves (for example, new search engines are more robust), does your website evolve, too? Etc. The CDWG website is the 10th largest website in the world measured by revenue volume. While we no longer release specific website sales numbers, past numbers indicate that our website is now processing over $2 billion per year in transactions. Additionally, the website is estimated to assist with another $4 billion in sales that are finalized on the phone or via purchase order. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 77 PEOPLE WHO GET IT'. The extreme volume and business -critical nature of the CDWG website means we must focus on usability and uptime at all times. CDWG employs over 200 in house IT personnel to keep the website accurate and running; their success is reflected in the less than 6 minutes of unplanned downtime last year - an uptime exceeding 99.997%. Because the website processes such volume, new functionality is constantly in the works but never fully implemented until we have conducted rigorous testing for usability, compatibility and perceived value to our customers. In February 2012 CDW.G rolled out a new look to our website that changed the colors and locations of some of the features, but did not constitute an underlying significant change to the website core or hardware. We made these changes so that the site would be more intuitive, and so that there was more continuity across all the pages/features/tools located on the site. We redesigned our FAQ area and made it interactive via http:/lwww.cdwq.comlexplore and added PDF and streaming content. We have also added a new Solutions & Services section, which contains streaming content and white papers that cover all the comprehensive categories where our software and hardware solutions pair with best in class support and advanced technology services. As a world -leading website, the CDWG site has the functionality to be compatible with our most advanced customer needs, including advanced security, multi -level approvals, asset tracking and others. Our staff of 200 will always be expanding these capabilities as advancements in technology and customer needs dictate. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 78 PEOPLE WHO GET iT° rozo e iternativ Contract L U PEOPLE WHO GET IT CDWG proposes the following changes and alternative language, which are identical to those found previously acceptable by the City for the current agreement. As requested, our payment address is as follows. Remit address: 75 Remittance Drive, Suite #1515 Chicago, IL 60675-1515 RFP Page 4 of 25, 2.2 Pricing Commitment Supplier commits that the Master Agreement pricing is its lowest available (net to buyer) to Public Agencies nationwide and further commits that if a Participating Public Agency is eligible for lower pricing contract, that the Supplier will match such lower pricing to that Participating Public Agency under the Master Agreement. Page 5 of 25, 2.3 Sales Commitment Supplier commits to aggressively market the Master Agreement as its go to market strategy in this defined sector and that its sales force will be trained, engaged and committed to offering the Master Agreement to Public Agencies through National IPA nationwide. Supplier commits that all Master Agreement sales will be accurately and timely reported to National IPA in accordance with the National IPA Administration Agreement. Supplier also commits that its sales force will be compensated, including sales incentives, for sales to Public Agencies under the Master Agreement in a consistent or better manner compared to sales to Public Agencies if the Supplier were not awarded the Master Agreement. Pages 6 - 7 of 25, E. Supplier is responsible for proactive direct sales of Supplier's goods and services to Public Agencies nationwide and the timely follow up to leads established by National IPA. All sales materials are to use the National IPA logo. At a minimum, the Supplier's sales initiatives should communicate: Master Agreement was competitively solicited by a Principal Procurement Agency ii. Best government pricing No cost to participate Non-exclusive contract Page 11 of 25, MONTHLY REPORTING & FEES CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 79 PEOPLE WHO GET IT 10. Supplier shall pay National IPA an a quarterly administrative fee in the amount of _% of the total purchase price paid to Supplier, less refunds, credits on returns, rebates and discounts, for the sale of products and/or services pursuant to the Master Agreement (as amended from time to time and including any renewal thereof) ("Contract Sales"). Supplier shall provide National IPA with an electronic accounting report, in Microsoft Excel, in the format prescribed by National IPA, on a monthly basis summarizing all Contract Sales for such month. A sample of the Contract Sales reporting format is provided as Exhibit D, attached hereto and incorporated herein by reference. 11. Supplier shall maintain an accounting of all purchases made by Participating Public Agencies. National IPA and Principal Procurement Agency reserve the right to audit the accounting for a period of four (4) years from the date National IPA receives the accounting, In the event of such an audit, the requested materials shall be provided at the location designated by Principal Procurement Agency or National IPA Supplier. Monthly reports and the quarterly administrative fee applicable to each quarter are due within 30 days of the end of each calendar quarter as set forth above. Auditing is solely for the purpose of verifying Supplier's compliance with this Agreement. The audit must be pursuant to a signed Supplier's Confidentiality Agreement. An audit can be done only once a year and no auditing can be done for the same time period more than once. No audit may be conducted for any period which begins more than twelve months prior to the date the audit is requested. Supplier is not required to keep original documents and copies of relevant documents will suffice for the purposes of this provision. The sole right for damages determined by the audit is limited to the actual discrepancies. The audit must be conducted during regular business hours at a mutually agreeable time and upon reasonable advanced notice. Page 12 of 25, National IPA or its designee may, at National IPA's sole discretion, compare public agency records with Monthly reports submitted by Supplier. If there is a discrepancy, National IPA will notify the Supplier in writing. Supplier will have 30 days from the date of such notice to resolve the discrepancy to National IPA's reasonable satisfaction. If the Supplier does not so resolve the discrepancy, National IPA shall have the right to engage outside services to conduct an independent audit of Supplier's Monthly reports and Suppliers ' such audit at National IPA's expense. NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY ADMINISTRATION AGREEMENT SCOPE OF WORK 7. DEFECTIVE PRODUCT: All defective products shall be replaced and exchanged by tho Contractor. The cost of transportation, unpacking, inspection, re packing, re ✓hipping or reeceived by the City within seven (7) days of initial notification All defective products shall be replaced in accordance with Vendor's then -current return policy which may be modified by Vendor from time to time. To obtain Vendor's current return policy, the City CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 80 PEOPLE WHO GET IT' should contact CDW Customer Relations at 866.SVC.4CDW or via email at CustomerRelations(a�cdw.com. The City must notify CDW Customer Relations of any damaged products within ten (10) days of receipt. SPECIAL TERMS AND CONDITIONS 2. FOB DESTINATION FREIGHT PREPAID: Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of a!I goods until thcy arc delivered and the Contract of coverage has been completed. The City it-1 accict the Contractor in arraanging for inspection If the City provides the Supplier with the City's carrier account number or selects a carrier other than a carrier that regularly ships for the Supplier, title to products and risk of loss or damage during shipment pass from the Supplier to the City upon delivery to the carrier (F.O.B. Origin, freight collect). For all other shipments, title to products and risk of loss or damage during shipment passes from the Supplier to the City upon delivery to the specified destination (F.O.B. Destination, freight prepaid and added). Notwithstanding the foregoing, title to software will remain with the applicable licensor(s) and the City's rights therein are contained in the license agreement between such licensor(s) and the City. A purchase money security interest is retained in the products to secure payment in full. The City authorizes the Supplier to file a financing statement reflecting such security interest and, if requested, the City will record such purchase money security interest on its books 5. FEDERAL, STATE AND LOCAL TAXES, LICENSES AND PERMITS: The Supplier shall comply with all Federal; and State, and local licenses and permits required for the operation of the business conducted by the Supplier as applicable to this Contract. The Supplier shall, at no expense to the City, National IPA, or other Participating Agencies, procure and keep in force during the entire period of the Agreement all such permits and licenses. STANDARD TERMS AND CONDITIONS 2. AFFIRMATIVE ACTION: Contractor shall abide by the -provisions of the T a on Procurement Code Chapter 28, Article XII all applicable federal and state laws. 8. CLEAN UP: The Contractor shall at all times keep the contract area, including storage areas used by the Contractor, free from accumulation of waste material or rubbish and, prior to completion of the work, remove any of its rubbish from the premises and all tools, scaffolding, equipment and materials not that are the property of the GifyContractor. Upon completion of the repair, the Contractor shall leave the work and premises in clean, neat and workmanlike the same condition as before the work began, excepting normal wear and tear. 10. CONFIDENTIALITY OF RECORDS: The Contractor shall establish and maintain procedures and controls that are acceptable to the City for the purpose of assuring that no information contained in its records or obtained from the City or from others in carrying out its functions under the Contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the City. Information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the City. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 81 PEOPLE WHO GET IT' deliverables created under this Contravct araare-thhe so!--p„ope;ty-of thc City of Tucson and shall not be used or The City's sole rights to the work product, materials and other deliverables to be provided or created (individually or jointly) in connection with the services, including but not limited to, all inventions, discoveries, methods, processes, formulae, ideas, concepts, techniques, know-how, data, designs, models, prototypes, works of authorship, computer programs, proprietary tools, methods of analysis and other information (whether or not capable of protection by patent, copyright, trade secret, confidentiality, or other proprietary rights) or discovered in the course of performance of this Contract that are embodied in such work or materials (`Work Product") will be, upon payment in full, a non -transferable, non-exclusive royalty -free license to use such Work Product solely for the City's internal use. The City will have no ownership or other property rights thereto, and the City shall have no right to use any such Work Product for any other purpose whatsoever. The City acknowledges that the Contractor may incorporate intellectual property created by third parties into the Work Product ("Third Party Intellectual Property"). The City agrees that its right to use Work Product containing Third Party Intellectual Property may be subject to the rights of third parties and limited by agreements with such third parties 19. HUMAN RELATIONS: Contractor shall abide by thc provisions of the Tucson City Code Chapter 28, Article Xllall applicable federal and state laws. 20. INDEMNIFICATION: To the fullest extent permitted by law, Contractor, its successors, assigns and guarantors, shall pay, defend, indemnify and hold harmless the City of Tucson, its agents, representatives, officers, directors, officials and employees from and against all claims brought by a third party for death or personal injury to a third party, or damage to tangible personal property suffered or incurred by the City allegedly resulting from the grossly negligent or willful misconduct of the Contractor, its employees, agents, contractors, representatives or affiliates. However notwithstanding the prior sentence, a claim for death or personal injury to a third party or damage to tangible personal property shall not be an indemnified claim if such claim or damage was caused in whole or in part by the actions of the City, its employees, agents, contractors or representatives. Indemnified claims also do not include any damages or liability excluded in this bid. In addition, the Contractor will not be liable, through indemnification or otherwise, for any loss, damage, expense, liability, action, suit or proceeding allegedly arising out of loss or damage to software or the data processed by such software or hardware, or loss of use of hardware. allegations, dcmonds, proceedings, suite, actions, sia+r s, including -claims of patent or copyright infringement, damages, losses, expenses, including but not limited to, attorney fccs, court costs, and thc cost of appellate The obligation of the Contractor to indemnify and hold the City harmless is contingent upon the City providing the Contractor with (i) prompt written notice of and description of each claim, (ii) sole authority to defend or settle any such action, suit or proceeding, and (iii) all reasonable assistance in any such defense. 22. INSPECTION AND ACCEPTANCE: All material or service is subject to final inspection and acceptance by Contractor's risk and! may be returned -to the Contractor. If rcturncd, all costs arc thc responsibility of the Acceptance occurs on the date that products are delivered subject to Contractor's standard return policy. Contractor offers a thirty (30) day return policy on most of the products that Contractor sells to its customers. Some manufacturer restrictions apply. Please refer Contractor's return policy which is available ,through your account representative or at www.cdwg.com 24. LICENSES: Contractor shall maintain in current status all Federal and, State, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract. 26. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of materials must fully -substantially comply with all provisions of this Contract. If a tender is made which does not fully -substantially comply, this shall conform to the termination clause set forth within this document. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 82 PEOPLE WHO GET IT' 30. PROTECTION OF GOVERNMENT PROPERTY: The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on City property. If the Contractor fails to do so and damages such property, the Contractor shall replace or repair the damage at no expense to the _City, as determined.. and approved by the-City's Director of Procurement. If the Contractor_ liable for the cost thereof, which may be deducted from the Contract price. 32. RECORDS: Internal control over all financial transactions related to this Contract shall be in accordance with sound fiscal policies. The City may, at reasonable times and places, audit the books and records of the Contractor and/or any subcontractors. Said audit shall be limited to verifying Contractor's compliance with this Contract. Any Contract audits must be pursuant to a signed Contractor's Confidentiality Agreement. An audit can be done only once a year and no auditing can be done for the same time period more than once. No audit may be conducted for any period which begins more than twelve months prior to the date the audit is requested. Contractor is not required to keep original documents and copies of relevant documents will suffice for the purposes of this provision. The sole right for damages determined by the audit is limited to the actual discrepancies. The audit must be conducted during regular business hours at a mutually agreeable time and upon reasonable advanced notice. business of a Contractor or be awarded. 40. TERMINATION OF CONTRACT: This Contract may be terminated at any time by mutual written consent, or by the City, with or without cause, upon giving thirty (30) days written notice. The City, at its convenience, by written notice, may terminate this Contract, in whole or in part. If this Contract is terminated, the City shall be liable only for payment under the payment provisions of this Contract for services rendered and accepted material received by the City before the effective date of termination. The City reserves the right to terminate the whole or any part of this Contract due to the failure of the Contractor to carry out any material term or condition of the Contract. The City will issue a written ten (10) day notice of default to the Contractor for acting or failing to act as specified in any of the following: In the reasonable opinion of the City, the Contractor provides personnel that do not meet the requirements of the Contract; In the reasonable opinion of the City, the Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this Contract; In the reasonable opinion of the City, the Contractor attempts to impose personnel, materials, products or workmanship of an unacceptable quality; The Contractor fails to furnish the required service and/or product within the time stipulated in the Contract; In the reasonable opinion of the City, the Contractor fails to make progress in the performance of the requirements of the Contract; The Contractor gives the City a positive indication that the Contractor will not or cannot perform to the requirements of the Contract. The Contractor shall have thirty (30) days from receipt of notice from the City to cure any default. Each payment obligation of the City created by this Contract is conditioned upon the availability of City, State and Federal funds that are appropriated or allocated for the payment of such an obligation. If funds are not allocated by the City and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the City at the end of the period for which funds are available. The City will endeavor to notify the Contractor in the event that continued service will or may be affected by non -appropriation. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. COW Government LLC Page 83 02/14/2013 PEOPLE The City of Tucson ■w Information Technology Solutions WHO GET IT' 42. WARRANTIES: Contractor warrants that all material or service delivered under this Contract shall conform to the specifications of this Contract. Mere receipt of shipment of the material or service specified and any Inspection incidental theretobythe City shall not alter or affect theobligationsof-the-Contractor or -the rights of the City under the foregoing warranties. Additional warranty requirements may be set forth in this document. The City understands that the Contractor is not the manufacturer of the products purchased by the City hereunder and the only warranties offered are those of the manufacturer, not the Contractor or its affiliates. In purchasing the products, the City is relying on the manufacturers specifications only and is not relying on any statements, specifications, photographs or other illustrations representing the products that may be provided by the Contractor or its affiliates. THE CONTRACTOR AND ITS AFFILIATES HEREBY EXPRESSLY DISCLAIM ALL WARRANTIES EITHER EXPRESS OR IMPLIED, RELATED TO PRODUCTS, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTY OF TITLE ACCURACY MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY MANUFACTURER'S WARRANTY. The City expressly waives any claim that it may have against the Contractor or its affiliates based on any product liability or infringement or alleged infringement of any patent, copyright, trade secret or other intellectual property rights (each a "Claim") with respect to any product and also waives any right to indemnification from the Contractor or its affiliates against any such Claim made against the City by a third party. The City acknowledges that no employee of the Contractor or its affiliates is authorized to make any representation or warranty on behalf of the Contractor or any of its affiliates that is not in this Contract. In connection with the products certain services such as extended warranty service by manufacturers, are sold by the Contractor as a distributor or sales agent ("Third Party Services"). In the case of Third Party Services, the third party will be the party responsible for providing the services to the City and the City will look solely to the third party for any loss, claims or damages arising from or related to the provision of such Third Party Services. The City hereby releases the Contractor and its affiliates from any and all claims arising from or relating to the purchase or provision of any such Third Party Services. Any amounts, including, but not limited to, taxes, associated with Third Party Services which may be collected by the Contractor will be collected solely in the capacity as an independent sales agent. If in connection with the provision of products, the City desires to have the Contractor provide installation of custom software images the City will be required to execute an Installation Indemnity Agreement, a form of which is provided at http://www.cdw.com/forms/indemnity/app.asp. UNDER NO CIRCUMSTANCES AND NOTWITHSTANDING THE FAILURE OF ESSENTIAL PURPOSE OF ANY REMEDY SET FORTH HEREIN, WILL THE CONTRACTOR ITS AFFILIATES OR ITS OR THEIR SUPPLIERS, SUBCONTRACTORS OR AGENTS BE LIABLE FOR: (A) ANY INCIDENTAL, INDIRECT, SPECIAL, PUNITIVE OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO, LOSS OF PROFITS, BUSINESS, REVENUES OR SAVINGS, EVEN IF THE CONTRACTOR HAS BEEN ADVISED OF THE POSSIBILITIES OF SUCH DAMAGES OR IF SUCH DAMAGES ARE OTHERWISE FORESEEABLE, IN EACH CASE, WHETHER A CLAIM FOR ANY SUCH LIABILITY IS PREMISED UPON BREACH OF CONTRACT, WARRANTY, NEGLIGENCE, STRICT LIABILITY OR OTHER THEORY OF LIABILITY; (B) ANY CLAIMS, DEMANDS OR ACTIONS AGAINST THE CITY BY ANY THIRD PARTY; (C) ANY LOSS OR CLAIM ARISING OUT OF OR IN CONNECTION WITH THE CITY'S IMPLEMENTATION OF ANY CONCLUSIONS OR RECOMMENDATIONS BY THE CONTRACTOR OR ITS AFFILIATES BASED ON, RESULTING FROM, ARISING OUT OF OR OTHERWISE RELATED TO THE PRODUCTS; OR (D) ANY UNAVAILABILITY OF THE PRODUCT FOR USE OR ANY LOST, DAMAGED OR CORRUPTED DATA OR SOFTWARE. IN THE EVENT OF ANY LIABILITY INCURRED BY THE CONTRACTOR OR ANY OF ITS AFFILIATES, THE ENTIRE LIABILITY OF THE CONTRACTOR AND ITS AFFILIATES FOR DAMAGES FROM ANY CAUSE WHATSOEVER WILL NOT EXCEED THE LESSER OF: (A) THE DOLLAR AMOUNT PAID BY THE CITY FOR THE PRODUCT(S) GIVING RISE TO THE CLAIM; OR (B) $50,000.00. CDW Government LLC 02/14/2013 The City of Tucson Information Technology Solutions Page 84 PEOPLE WHO GET IT ppendix PEOPLE WHO GET IT CDW PRODUCT RETURN POLICY Seller offers - a - 30-day - return -policy- on most -products -- sold.- -Manufacturer restrictions apply to certain merchandise, as detailed below and as updated from time to time. Customer may obtain additional details and any applicable updates from the dedicated Seller account manager and may obtain manufacturer contact information by contacting CDW Customer Relations, which may be reached by calling 866.SVC.4CDW or by emailing returns@cdw.com. 1. Return Restrictions. • Defective Product Returns. Customer may return most defective Products directly to Seller within fifteen (15) days of invoice date and receive, at Seller's option, credit, replacement, exchange, or repair. After fifteen (15) days, only the manufacturer warranty applies. • Non -Defective Product Returns. Customer may return most non -defective Products directly to Seller within thirty (30) days of invoice date and receive, at Customer's option, credit or exchange, except that an automatic Seller restocking charge will reduce the value of any such credit or exchange by a minimum of fifteen percent (15%). • Restricted, Repair -Only Returns. Certain Products can only be returned for repair —not for exchange, replacement or credit —based on current manufacturer requirements. Such Products should be returned to Seller, shipped directly to the manufacturer, or taken to an authorized service center in Customer's vicinity. More information may be provided by the dedicated Seller account manager or by CDW Customer Relations. • Restricted, Manufacturer -Only Assistance. Certain Products cannot be returned to Seller for any reason —without exception —and Customer must contact the manufacturer directly for any needed assistance. More information may be provided by the dedicated Seller account manager or by CDW Customer Relations. • Special Orders. Products that are specially ordered may be non -returnable or may have unique return restrictions provided at the time of sale. More information may be provided by the dedicated Seller account manager or by CDW Customer Relations. Last Revised: 03/26/201D • Return of Software or DVDs. Seller offers refunds only for unopened, undamaged software and DVD movies that are returned within 30 days of invoice -date. -Seller offers only replacement for software products and DVD movies that either: (i) are defective but are returned within thirty (30) days of invoice date; or (ii) are unopened and undamaged, but are returned more than 30 days after invoice date; such replaceable merchandise may be exchanged only for the same software or DVD movie title. Multiple software licenses may be returned for refund or exchange only (i) if specifically authorized in advance by the manufacturer; and (ii) if returned within thirty (30) days of invoice date. 2. Customer Shipment of Returned Merchandise. Return Merchandise Authorization (RMA) Number. No returns of any type will be accepted by Seller unless accompanied by a unique RMA number, which Customer may obtain by providing the following information to CDW Customer Relations: customer name, applicable invoice number, product serial number, and details of Customer's issue with the product. Customer has five (5) days to return a Product after the applicable RMA is issued. CDW reserves the right to refuse any UNAUTHORIZED returns: those that occur after the five (5) day period or those involving Products that are unaccompanied by valid RMA's. • Returned Products. Must Be Complete.. All Products MUST BE returned one hundred percent (100%) complete, including all original boxes, packing materials, manuals, blank warranty cards, and other accessories provided by the manufacturer. CDW reserves the right to refuse the return of incomplete Products. In addition, CDW will charge a minimum fifteen percent (15%) restocking fee for returns that are accepted. • Responsibility for Shipping Costs. Customer is responsible for the cost of shipping returned items; Seller is responsible for the cost of shipping replacements or exchanges of returned items and will match Customer's shipping method. • Customer Shipping Insurance. Customer is strongly advised to purchase full insurance to cover loss and damage in transit for shipments of returned items and to use a carrier and shipping method that provide proof of delivery. Seller is not responsible for loss during such shipment. Last Revised: 03/26/2010 3. Merchandise Damaged in Transit. • Refusal/Receipt of Damaged Products. If a package containing items purchased from Seller arrives at Customer's address DAMAGED, Customer should REFUSE to accept delivery from the carrier. If Customer does accept delivery of such a package, Customer must: (i) note the damage on the carrier's delivery record so that Seller may file a claim; (ii) save, as is, the merchandise AND the original box and packaging it arrived in; and (iii) promptly notify Seller either by calling CDW Customer Relations or by contacting the Seller account manager to arrange for carrier's inspection and. pickup of the damaged merchandise. If Customer does not so note the damage and save the received merchandise and does not so notify Seller within fifteen (15) days of delivery acceptance, Customer will be deemed to have accepted the merchandise as if it had arrived undamaged, and Seller's regular return policy, as described in sections 1 and 2 above, and all current manufacturer warranties and restrictions will apply. 4. Credits Any credit issued by Seller to Customer under this return policy must be used within two (2) years from the date that the credit was issued and may only be used for future purchases of Product and/or Services. Any credit or portion thereof not used within the two (2) year period will automatically expire. Last Revised: 03/26/2010 END OF THE CONTRACT