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Home My WebLink AboutResolution - 4730 - Agreement - MCC - Computer Hardware & Software, Support - 02/09/1995Resolution No. 4730 February 9, 1995 Item #14 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Services Agreement with Microage Computer Center for High Technology Computer Hardware & Software and Technical Pre -sales and Post - sales support, attached herewith, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this ATTEST: Betty Johnson, Ci Secretary APPROVED AS TO CONTENT: Tom Tuning, M-anaging-i1firepefor of Information Services & Communi n Services APPROVED AS TO FORM: Vandiver, First Attorney DGV.js/MICROAGE.RES ccdocs/January 31, 1995 Resolution No. 4730 February 9, 1995 Item X614 STATE OF TEXAS § SERVICES AGREEMENT: COUNTY OF LUBBOCK § WHEREAS, the City of Lubbock, Texas, has heretofore solicited proposals for the performance of the following described services: High Technology Computer Hardware & Software Technical Pre -sales and Post -sales Support and; WHEREAS, the proposal submitted by MicroAge Computer Center of Lubbock, has been selected as the best proposal; and WHEREAS, the City of Lubbock and MicroAge Computer Center of Lubbock, desire to enter into an agreement with regard to the proposal to perform the services solicited by Request for Proposals No. 13095; NOW THEREFORE: WITNESSETH: This Agreement is made and entered into this 9th day of February, by and between the City of Lubbock, "City', and N icroAge Computer Center of Lubbock, "Proposer". The parties to this Agreement hereby agree as follows: 1) The Proposer shall perform such duties as are provided for by RFP No. 13095, and by its Proposal submitted in response thereto in a good and timely manner. The RFP and the Proposal are hereby incorporated in this document by reference and are made a part hereof for all intents and purposes. 2) In the event of a conflict between the RFP and the Proposal, the RFP shall be controlling. 3) The Proposer hereby agrees to keep and maintain in force such insurance or bonds as are required by the RFP. 4) This Agreement shall be governed by the laws of the State of Texas as effective and in force at the date of this Agreement. EXECUTED this 9th day of Februar PROPOSER: ATTEST: Secretary c13095.doc January 30, 1995 ATTEST: City Segretary APPROVED AS TO CONTENT: C�� Ik/. I Managing Director of Inf on & Communication Services APPROVED AS TO FORM: -7 �, Z1--,RA-A2R21. Assistant City Attorney RFP #13095, High Technology Computer Hardware & Sottwarc CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE PROPOSAL FORM The undersigned hereby offers to furnish and deliver the articles or services as specified in their proposal (ATTACHED) for the High Technology Computer Hardware & Software at the terms stated therein and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal. Maxdmum number of days from signing of contrad W inapt M 7 THIS PROPOSAL IS VALID FOR 9 0 DAYS. ACKNOWLEDGE receipt of ADDENDA: #1 X #2 #3 #4 Name of Business (Stamp may be used): MicroAge Computer CEnter Address: 3705 19th Street City: Lubbock Ste: P TX Zi 79410 DBE Firm: Woman Black American Native American Hispanic American Asian Pacific Other (Specify) American 5S- / �J Authorized Representative - must sign by hand Business Telephone Number 806-799-5400 Fax Number 806-799-5590 IF UNABLE TO QUOTE, PLEASE EXPLAIN: Do not sell this commodity. Cannot meet specifications. Job too small. Cannot provide required insurance. Bid directs by Manufacturer. Job too large. Cannot provide required bonding. Bidding through dealer. Do not wish to do business with the City of Lubbock. (Letterhead attached with explanation.) If unable to respond to this bid and you wish to continue to receive invitations to bid, please return this sheet to the following address: City of Lubbock Purchasing Department P.O. Box 2000 Lubbock, Texas 79457 18 REQUEST FOR PROPOSAL RFP #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE 1.1 Summary of Proposal MicroAge Computer Center of Lubbock is pleased to respond to the City of Lubbock's RFP# 13095. The following will inform you of who MicroAge is, as well as to the benefits of doing your procurement with us. In the past as well as now, the City and MicroAge have long had a very beneficial relationship, and we hope to continue our relationship. 1.2 Summary of Relevant Experience MicroAge clients consist of the following: -City of Lubbock 767-2399 Sharlett Chowning -Methodist Hospital 793-4267 Harry Longbreak -Amoco Production 592-9019 Carl Jackson -Amoco Pipeline 592-9019 Carl Jackson -University Medical Center 743-2087 Bill Eubanks -Plains Cotton Coop Assoc. 763-8011 Doug Hutton -Lubbock County 767-1014 Ed Garbowski -Hicks and Ragland 791-7608 Jimmy Underwood All above clients run Local Area Networks of which MicroAge has assisted in the planning, installing and supporting. The environments consist of Novell, OS/2, Unix and Lotus Notes. Topologies range from Ethernet, Token Ring and Fiber Optics. 1.3 Organization Structure John Games, Managing Partner,CNE,ASE 12 years of selling and servicing microcomputers in Lubbock. Earned his CNE in August of 1990 Earned his ASE in October of 1994 8 years of Novell experience BBA in Business from Ohio University AAS in Aviation Technology Karen Grossman, Manager of Purchasing 6 years of selling and purchasing microcomputers and associated supplies. BSB in Marketing from Eastern Illinois University Jim Jacques, Service Technician 9 years of microcomputer experience 4 years of mainframe operator experience 8 years of Novell experience BBA in Management from Texas Tech University Ashley Hanson, Service Administrator BA in Public Relations & Communications from Texas Tech University MicroAge started as Entre Computer Center in 1982. This is about the time microcomputer's popularity was starting. Bill & John Games along with Brian Gratz were the principal partners involved in the management and operations during the early years. In 1988 John Games purchased the interest from Bill Games and Brian Gratz and took over sole ownership of Entre. In 1992, Entre entered into a merger with MicroAge of Amarillo to develop a regional company to address West Texas as MicroAge of Lubbock. 1.4 High Technology Procurement Services Provided 1.4.1.1 John Games provides pre -sale support. John works with the City staff to confirm that the city's objectives are met with the correct hardware and software. 1.4.1.2 Quotes for products will be done two ways. Calling John or Karen can get you the quotation over the phone. Faxing the request to their attention will also achieve the same result. 1.4.1.3 This is part of pre -sales support. 1.4.1.4 When a new product from the major vendors is announced, the city will be informed. 1.4.1.5 Upon receipt of purchase order, Karen places the orders with our distributors. 1.4.1.6 Order tracking can be verbal or written. 1.4.1.7 Invoice, packing slips, and RMA procedures are contained in the appendix. 1.4.1.8 This is part of pre -sales support 1.4.1.9 All third party admin. will be done by MicroAge. 1.4.1.10 Any qustions requiring a CNE should be directed to John Games at 799-5400. Pager: 766-4794. Internet: JGames.MCCLBB-959@notes.com. 1.4.1.11 Staff is available 24 hours to perform warranty work 1.4.1.12 All product updates or upgrades will be performed by MicroAge unless the vendor want to deal directly with the city. RFP #13095, High TeehnoWgy Computer Hardware 8 Software 2. Appendices 2.1 The bidder must complete the following table and must submit the table as one of the appendices: Bidder Name: Service Sample Documents MicroAcge Computer Center Provided Requested to be Attached to (Y)es or No Bidder's Proposal Service Description Pre -Sales Support; Ability to provide advice on standard configurations and pre -sales YES technical support on-site and by telephone Ability to provide support for the integration of new equipment into the existing City YES environment Ability to provide the City with evaluation copies of hardware and software at no cost to the City YES Ability to provide competitive pricing on Distributor Disk Catalogs hardware and software and indicate the percentage YES rate above dealer cost for each catalog, or alternate pricing method or copy of State Catalog pricing. Ability to deliver quotes upon request for Sample Quote —Quote must standard desktop hardware and software reflect actual prices that including price and availability. Provide would be charged to the City itemized quote from sample specifications YES as of the closing date of the provided in Appendix B of this document RFP. Ability to provide new product literature on List of Product Information standard system configurations no more than YES Sources - Internal or 10 days after manufacturer announcements External Ability to meet 2 week turn -around from receipt of purchase order to delivery of order YES Ability to provide invoices with shipment and that reference the correct purchase order YES number Ability to provide shipped items' serial numbers on invoices YES Ability to match a single invoice with a single Sample Invoice to Reflect purchase order so that correct purchase order Sample Purchase Order - number, line items, and amounts reflect YES See Appendix D of this invoice purchase order number, line items, and document for sample amounts purchase order Ability to affix packing slips, referencing Sample Packing Slip correct purchase order information, on the YES outside of the box -- Return Authorization instructions included Sample Return with shipped items or a standard set of Authorization Procedures instructions on returning unordered or YES unwanted items Ability to coordinate and be responsible for all List of Major 3rd Party 3rd party suppliers and distributors without Suppliers City involvement YES CNE and ASE currently on Staff YES Proof of Certifications Ability to provide product upgrades, upgrade information and miscellaneous free items to be YES shivmd upon product purchase Ability to coordinate on-site warranty work within the four hour response time (unless YES determined by the City that a satisfactory resolution can be made via telephone) at no additional cost to the City and keep the City informed of manufacturer warranties Ability to provide the City with a 30 -day Written 30 -day money back money back guarantee YES guarantee 12 Appendix 2.2.1 List of Distributors Notes: 1. MicroAge 2. Ingram Micro 3. Compaq GSA MicroAge currently does not have a disk based catalog, will provide paper copy. Compaq crrently does not have a disk based catalog, will provide paper copy. Ingram curently does have disk based catalog, will enclose with bid. Pricing Software 9% above catalog cost Hardware 6% above catalog cost Accessories 8% above catalog cost Compaq GSA Published price in GSA Catalog Items not in any catalog will be cost plus 10% Appendix 2.2.2 Scenario I Compaq Deskpro XL Model 535/CDS (148100-005) $2,862.00 Qvision 2000 Fast SCSI -2 CD-ROM Drive Mouse Windows 3.1 8MB RAM Additional 8MB RAM (148188-001) $367.00 Compaq 171FS Color Monitor (190901-004) $755.00 Compaq 525MB ACA Tape Drive (142030-001) $610.00 Cheyenne Areserve Solo Backup Utility (NC-SO302) $133.84 CL SoundBlaster AWE32 Value Edition (2037801000) $217.11 CL VideoBlaster FS200 (2060501001) $293.11 Compaq Cable for Qvision to Videoblaster $ 32.40 HP Scanjet IIcx Color Scanner (C2507B) $943.20 Microsoft Word for Windows (059-051 V600) $303.88 Lotus 123 for Windows (012656) $298.25 Dbase for Windows (DBS1150WWFS350) $326.39 Any hardware associated with the Model 80 is not usable do to the different architecture used. (MCA vs ISA/EISA). Since the audio and video are more advanced then previously used the scanner should be color instead of monochrome. But the Scanjet could be used, an interface change would be necessary. The HP LaserJet 4P, Harvard Graphics, and Corel Draw can be used. Upgrades to the software may be required. Abbendix 2.2.2 Scenario II HeServer Compaq ProsigniaVS Model 1/TR (199150-001) $2,808.00 Fast -SCSI -2 (143650-501) $ 16MB RAM 4MB RAM Upgrade (141684-001) Token Ring Adapter 151.00 Thomas -Conrad TR 16/4 Card Compaq 1.05GB SCSI -2 Drive (142018-001) $ 798.00 16MB RAM Upgrade (190747-001) $1,101.00 Novell 4.110 -user (00662644030555) $1,897.20 Cisco LAN2LAN/MPR Remote Office (10200) $1,360.73 Hayes ACCURA 28.8 Modem (08-02351) $ 214.86 Thomas -Conrad 16 Port Type3 MAU (TC4050-16) $ 607.62 APC Smart -UPS 1250 (AP 1250) $ 600.08 APC Powerchute Plus -Novell (AP9003) $ 60.28 Workstations Compaq Prolinea 4/66 Model 240/w (164650-005) $1,340.00 Compaq VGA Color Monitor (143650-501) $ 216.00 4MB RAM Upgrade (141684-001) $ 151.00 Thomas -Conrad TR 16/4 Card (TC4045) $ 280.22 Software MicroSoft Word for Windows V6.0 One full package (059-051 V600) $ 303.88 Licenses (0594055V600) $ 258.30 Lotus 132 for Windows V5.0 One full package (012656) $ 298.25 License (012704) $ 256.08 Dbase for Windows V5.0 One full package (DBS1150WWFS350) $ 326.39 License (DLP1150WWFS000) $ 280.23 Wall Data Netware Office One full package (C901381) $ 266.21 rinter HP Laserjet 4SI (C2010A) $3042.90 Intel Netport I1 TR (PCLA2321) $ 530.49 Scenario II Continued Existing Compaq 4/33s La too Additional 4MB RAM Xircom Pocket TR Adapter III Existing Compaq 4/33s workstation Thomas -Conrad TR 16/4 Card Additional RAM may be required... Notes Price based on Model of Laptop (PT3-16CTP) $ 440.61 (TC4045) $ 280.22 Network cable and cabling are not included in the quote. Can provide a quote based on a site survey. One full package of each software title must be purchased per server. Licenses may be purchased for the workstations. All pricing above is for quanity one. Cisco LAN2LAN requires an available port on the backbone along with a modem. If not available the following would need to be added. WNIC Add on Apapter w/128k COMP (10044) $1008.13 2 -Port RS232N35 w/Cable for ISA Hayes ACCURA 28.8 modem (08-02351) $ 214.86 The exisiting laptop may require additional memory. Could not determine without additional infromation. The workstation in the auxiliary building would be cabled from the MAU in the main building provided there is a place to lay the cable. If not then some type of wireless LAN node may be required. Each workstation will require Rumba from Wall Data. Appendix 2.2.2 Scenario III Fire Station Workstation Compaq Prolinea 4/33s Model 270 (164550-005) $1,101.00 Compaq VGA Color Monitor (143650-501) $ 216.00 4MB RAM Upgrade (141684-001) $ 151.00 Hayes ACCURA 28.8 Internal Modem (08-02347) $ 181.71 Application Server Compaq Prosignia VS 486DX2/66 (199150-001) $2,808.00 Compaq 1.05GIG SCSI -2 Drive (142018-001) $ 798.00 32MB RAM Upgrade (190748-001) $1,965.00 Compaq VGA Mono Monitor (194951-001) $ 193.00 DigiCHANNEL EISA 16/em (70000697) $ 969.73 Hayes ACCURA 28.8 External (08-02351) $ 214.86 Citrix Winview for Networks 10 -user (JWVT3022) $2,096.45 Citrix Winview for Networks 5 -user bump (PFPF3020) $ 552.00 Citrix Winview TCPIP $ 341.17 Notes Citrix Winview for Networks is an application server that allows remote users, regardless of thier loacation, to enjoy fast Windows and DOS performance. In the scenario above, the application server would be placed in Information Services along with the other servers. The fire stations would have accounts on the application server. This would allow them using cost effective 28.8 modems to dial into the apps server and connect to the main backbone and execute any applications. Each workstation above has the ability to run all software used by the city. Anbendix 2.2.3 List of Product Information Sources o Trade publications -Infoworld -PC Week -LAN Times o Vendor Brochures o MicroAge Corporate o Ingram Micro o Compaq Corporation o Novell Corporation ,pr indix 2.2.4 MicroAge'q Computer Center 3705 -19TH STREET LUBBOCK, TEXAS 79410 (806) 799-5400 FAX (806) 799-5590 TOLL FREE (800) 333-6873 LD TO SHIP TO CITY OF LUBBOCK ATTN: ACCOUNTS PAYABLE P.O. BOX 2000 LUBBOCK, TX 79452 54854 01/24/95 38 MLT -000 OP 1 EACH72052 1 Serial -#'s 213543321534 1 EACH305391 1 1 EACH12358 1 1 EACH34 1 1 EACHI128 1 1 EACH279 1 01/24/95 54854 TERMS: 1% NET10,NET 20 MUNICIPAL SQUARE BUILDING C/O SHARLETT CHOWNING 916 TEXAS ANE LUBBOCK, TEXAS 79401 11/07/94 DELIVER EPSON ACTIONNOTE 486SLC2/ EACH 5 NOTEBOOK COMPUTER LOGITECH TRACKBALL EACH APPOINT MOUSE PEN EACH PADDED CASE FOR NOTEBOOK EACH 4MB MODULE EACH INTERNAL 14.4 FAX/MODEM EACH tr:959 Reg: 2 Drw: 2 Usr:KG 12:03 .,R 2,216.62 1,476.30 1,476.30 42.60 42.60 37.00 37.00 62.45 62.45 399.00 399.00 199.27 199.27 2,216.62 .00 2,216.62 .00 2,216.62 1 Appendix 2.2.5 ILD TO ficroe� Computer Center 3705 -19TH STREET LUBBOCK, TEXAS 79410 (806) 799-5400 FAX (806) 799-5590 TOLL FREE (800) 333-6873 54854 01/24/95 38 1 EACH72052 1 Serial -#'s 213543321534 1 EACH305391 1 1 EACH 1 2;3.58 1 1 EACH34 1 1 EACHI128 1 1 EACH279 1 SHIP TO MLT -u00 OP 01 /2'4/55 =4t 54 i TERN"'7A: 1% NET 1 0 . NET 20 . - _•H -,F:i_ � i 1 .:iii.±:��r; I r�,., Li.(LEi,_)(t It-1tr7 11/07/94 DELIVER EPSON ACTIONNOTE 486SL.C2/ EACH 5 NOTEBOOK COMPUTER LOGITECH TRACKBALL EACH APPOINT MOUSE PEEN EACH PADDED CASE FOR NOTEBOOK EACH 4MB MODULE EACH INTERNAL 14.4 FAX/MODEM EA6H i•.. t�� .. � t is i. :+ - 1.476.30 1,476.30 42.60 42.60 37.00 37.00 62.45 62.45 399.00 ;;99. 00 199.27 193.27 Appendix 2.26 The following are procedures for defective or misshipped product. 1.) Call MicroAge Service Dept and speak with the administrator. 2.) MicroAge will arrange pickup of defective or misshipped product. 3.) MicroAge will handle all communications with the product vendors involved. Note: This policy is in effect for products purcgased through MicroAge or Compaq GSA. Annen ix 2.2.7 List of Major 3rd Party Suu-li_erc MicroAge Corporate Ingram Micro Merisel Tech Data Appendix 2.2.8 i 1. Appendix 2.2.8 a= W W Z Q Z W cnW U) 93 ui O W U " a L cc ice+ d P r co L ADDENDUM TO RFP #13095 - APPENDIX B The following table must also be attached to Appendix B of the bidder's proposal. Included should be each individual consulted regarding any aspect of this response. This should include both employees of the bidder and any outside consultants used. Name I Company l_ Reason for Contact I I example — Sherri Reiser 1 Compaq Computer Corpj assistance with workstation configuration I J CITY OF LUBBOCK PURCHASING DEPARTMENT P.O. BOX 2000 LUBBOCK, TEXAS 79457 (806)767-2167 Gentlemen: December 7,1994 REQUEST FOR PROPOSAL RFP # 13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE Please submit PROPOSALS for the following not later than 2:00 p.m., January 25, 1995: All bidders must familiarize themselves with the following Instructions to Bidders and General Provisions: I. INSTRUCTIONS TO BIDDERS 1.0 PROPOSAL DELIVERY, TIME & DATE 1.1 The City of Lubbock will receive written and sealed proposals for HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE. Sealed proposals will be received until 2:00 p.m.,CST nLursday, January 25 1995 at the office listed below or as changed by the issuance of formal addenda to all bidders. Proposals received after that date and time will not be opened. Each proposal and supporting documentation must be in a sealed envelope or container plainly labeled in the lower left-hand comer: "RFP #13095, HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE" and the proposal opening date and time. Bidders must also include their company name and address on the outside of the envelope or container. Proposals must be addressed to: Victor Kilman Purchasing Manager City of Lubbock 1625 13th Street, Room L-04 Lubbock, Texas 79401 1.2 Bidders are responsible for making certain proposals are delivered to the City of Lubbock Purchasing Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If bidder does not hand deliver proposal, we suggest that he/she use some sort of delivery service that provides a receipt. 1.3 Proposals will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. Proposals, in whole or in part, will not be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. Proposals may be withdrawn prior to the above scheduled time set for closing of the proposals. Any proposal received after the date and hour specified will be rejected and returned unopened to the bidder. 1.4 The City of Lubbock reserves the right to postpone the date and time for opening proposals through an addendum. 2.0 PROPOSAL COPIES 2.1 Bidder must submit one (1) original proposal and seven (7) copies by the date and time indicated. Additional copies may be requested by the City of Lubbock if deemed necessary. Each bidder may submit more than one proposal as long as each proposal is complete. Each proposal received from a bidder will be considered on its own merits. 2.2 All proposals must be typewritten. RFP #13095, High Technology Computer Hardware & Software 3.0 PROPOSAL PACKET ADDENDA & MODIFICATIONS 3.1 Any bidder in doubt as to the true meaning of any part of the specifications or other contract documents may request an interpretation thereof from the Purchasing Manager. At the request of the bidder, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Manager. Such addendum issued by the Purchasing Manager will be sent to all bidders receiving the original Request for Proposal (RFP) and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. 3.2 The City does not assume responsibility for the receipt of any addendum sent to bidders. 3.3 A copy of all addenda issued must be signed and returned with your proposal. 4.0 PROPOSAL PREPARATION COSTS 4.1 Issuance of this Request for Proposal does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal. 4.2 The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment. 4.3 All costs related to the preparation and submission of a proposal shall be paid by the bidder. 5.0 VENDOR PROPRIETARY INFORMATION 5.1 If you consider any portion of your proposal to be confidential information and that disclosure of its contents to competing bidders would be detrimental to your company, identify clearly those portions. The identified portions will be protected from disclosure to the extent possible under the law. 5.2 Proposals shall be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for public inspection. 6.0 PRE -PROPOSAL CONFERENCE 6.1 For the purpose of familiarizing bidders with the required answerine auestions. and issuing addenda as needed for the clarification of the proposal documents a pre - proposal conference will be held at the Municipal Building Committee Conference Room 103, 1625 13th Street, Lubbock, Texas, on Tuesday, December 20 1994 at 9:00 a.m.. CST. All persons attending the conference will be asked to identify themselves and the prospective bidder they represent. 6.2 It is the bidder's responsibility to attend the pre -proposal meeting, though the meeting is not mandatory. The City will not be responsible for providing information discussed at thepM: proposal meeting to bidders who do not attend the pre -proposal meeting. 7.0 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS 7.1 The City of Lubbock encourages opportunities for Disadvantaged Business Enterprises (DBE's). A DBE is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 % of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian Americans. 8.0 AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL 8.1 Proposals are to be signed by an officer of the company authorized to bind the submitter to its provisions. Proposals are to contain a statement indicating the period during which the proposals will remain valid. A period of not less than ninety (90) days is required. The proposal submitted by the bidder shall become an integral part of the contract between the City and the bidder and RFP #13095, High Technology Computer Hardware & Software the representations, covenants, and conditions therein contained shall be binding upon the person, firm or corporation executing the same. 8.2 Failure to manually sign proposal will disqualify it. 9.0 TAXES 9.1 The City is exempt from all State sales taxes. Do not include sales tax in your proposal price or on your invoices. Tax exemption certificates will be supplied upon request. 10.0 VENDOR INQUIRIES 10.1 No bidder shall request any information verbally. Requests for additional information or clarification concerning this Request for Proposal (RFP) must be in writing and addressed to: Victor Kilman Purchasing Manager City of Lubbock P.O. Box 2000 Lubbock, Texas 79457 Fax (806)767-2164 11.0 AWARD OF CONTRACT 11.1 The City of Lubbock reserves the right to reject any or all proposals, reject any particular item on a proposal, and to waive immaterial formalities. The contract will be awarded to the responsible bidder whose proposal is most advantageous to the City, price and other factors considered. 11.2 To demonstrate bidder's qualifications to perform the work, each bidder must submit with their proposal five (5) customer references including name of customer, telephone number, and individual to contact. 11.3 The City may, by written notice to vendor, cancel the contract if it is found by the City that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by vendor or any agent or representative of vendor, to any employee or City council member with a view toward securing an order or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such order. 11.4 All actions taken pursuant to this proposal and/or contract must be in compliance with all Federal and Texas State Laws and regulations. 12.0 SCOPE OF WORK 12.1 The work under this contract shall consist of the items or services contained in the proposal, including all materials, equipment, labor and all other items necessary to complete said work in accordance with the contract documents. 13.0 EXAMINATION OF CONTRACT DOCUMENTS AND SITE 13.1 Before submitting a proposal, each bidder must thoroughly examine the contract documents and project sites (if applicable) to ensure that the services you are proposing meet the intent of this RFP. 13.2 The City of Lubbock is not responsible for incomplete proposal packets. 14.0 BIDDING 14.1 Bidders are instructed to consider the following factors in preparation of your proposal: 14. 1.1 Proposals shall remain firm for a period of 90 calendar days after proposal opening. 14.1.2 Exceptions to any specifications, or part thereof, must be clearly stated and must be included with your proposal form. 14.1.3 Bidders are instructed to include all necessary charges related to this contract. RFP #13095, High TechnokW Computer Hardware & Soflwaro 15.0 INDEMNITY & INSURANCE 15.1 The vendor will indemnify, save harmless and exempt the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attomeys' fees incident to any work done in the performance of this Contract arising out of a willful or negligent act or omission of the vendor, its officers, agents, servants, or employees; provided, however, that the vendor shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attomeys' fees arising out of a willful or negligent act or omission of the City, its officers, agents, servants, and employees, or third parties. 17.0 JUDICIAL JURISDICTION 17.1 Any action at law, suit in equity, or judicial proceeding for the enforcement of this contract or any provision thereof shall be instituted only in a court of competent jurisdiction in the State of Texas. 18.0 ADVERTISING 18.1 Vendor shall not advertise or publish, without the City's prior consent, the fact that vendor has submitted this proposal, is a successful bidder, or has entered into a contract subsequent to this proposal, except to the extent necessary to comply with proper and lawful request for information from an authorized representative of the federal, state or local government. 19.0 PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS 19.1 No officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or shall be financially interested, directly or indirectly, in the sale to the City of any land, material, supplies or service, except on behalf of the City as an officer or employee. Any willful violation of this section shall constitute malfeasance in office, and any officer or employee guilty thereof shall be subject to removal from his office or position. Any violation of this section, with the knowledge expressed or implied, of the person or corporation bidding or contracting with the City shall render any subsequent contract awarded on the basis of this proposal voidable by the City Manager or the City Council. 20. NO BIDS 20.1 If unable to submit a Proposal please complete and return pafae 18 of this RFP RFP #1 3M, High Technology Computer Hardware & Software CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE II. GENERAL PROVISIONS INTRODUCTION AND OVERVIEW The City of Lubbock is soliciting proposals from interested firms for High Technology Computer Hardware & Software as defined in Section III, the Statement of Requirements. Proposals submitted in response to this Request for Proposal will form the basis on which vendors(s) will be selected 1.1 Background 1.1.1 The City of Lubbock Information Services Department is responsible for providing all equipment required for the computing environment at the City of Lubbock. 1.1.2 Information Services provides computer hardware, software, and network infrastructure support for a user population of over 800 staff distributed across 40 sites in Lubbock. The current token ring environment consists of 14 token ring Netware local area networks, 3 AS/400s, and 7 RS/6000s, running over a TCP/IP backbone. The City also as two EtherNet networks which run NFS and TCP/IP and will communicate with the oken ring network. 1.1.3 Current communications methods include spread spectrum technology, single mode 1300 nanosecond fiber optics, multi -mode 62.5 micron fiber optics, dedicated phone lines connecting LAN to LAN, and remote dialins. TCP/IP is running on each of the AS/400s, RS/6000s, and the network servers. FTP is used as the primary file transfer protocol, with files moving between all platforms. Communications via a gateway exists between the City's token ring network and an Ethernet network composed of a Local Area VAX Cluster running public safety applications. 1.1.4 The City has implemented remote network print from the AS/400s and the RS/6000s to the departmental network printers with the use of Novell's Hostprint and Flex/IP. 1.2 Scope of Work The services are to include: 1.2.1 High technology computer hardware and software specified by the City of Lubbock. 1.2.2 Technical pre -sales and post -sales support. 1.3 Objectives 1.3.1 The objectives of the City include, but are not limited to: 1.3.1.1 Provide a cost-effective, flexible, and comprehensive procurement process for high technology computer hardware and software. 1.3.1.2 Obtain price quotes for high technology computer hardware and software. 1.3.1.3 Obtain manufacturer authorized on-site warranty service at the trouble site within four hours, unless a resolution acceptable to the City can be determined via telephone within that timeframe. 1.3.1.4 Obtain support regarding technological issues. 1.3.2 The objectives of the vendor in satisfying the Statement of Requirements are: 1.3.2.1 Provide technical support on-site and via telephone, as required by the City, in the integration of new equipment into the City's computer environment at no additional cost to the City and within a four hour timeframe. 1.3.2.2 Provide trained, technical support personnel on-site and via telephone, as required by the City, to troubleshoot problems that arise from the introduction of new equipment at no additional cost to the City. RFP #13095, High Technology Computer Hardware & Software 1.3.2.3 Pass on to the City special promotional offers, including free promotional software, relative to products on a City purchase order. 1.3.2.4 Evaluate each purchase order upon receipt and determine that a fully functioning system, including cables, brackets, etc., has been ordered.. 1.3.2.5 Provide timely information on any new product offerings. 1.3.2.6 Provide skilled and trained staff of at least, but not limited to, the stated minimum level of skill to execute the contracted services. 1.3.2.7 Provide the City with regular and on request information regarding past procurement activities. 1.3.2.8 Provide alternative recommendations to the City on computer hardware and pplication and operating system software. 1.3.2.9 Provide the City with pre -sales technical support on-site and via telephone. 1.3.2.10 Determine computer hardware and software availability and 2nd sourcing when necessary. 1.3.2.11 Provide accurate invoices that match City purchase orders, line item by line item. 1.3.2.12 Provide correct packing slips that reflect equipment serial numbers to be used for warranty purposes. 1.3.2.13 Provide on-site and telephone CNE and ASE technical support. 1.3.3 The objectives of the City's representatives in assessing proposals are to: 1.3.3.1 Compare and evaluate the proposals from each bidder. 1.3.3.2 Ensure that the bidder's proposals meet the City's requirements. 1.3.3.3 Assess the bidder's abilities to deliver the requested services for the term of the Contract. 2. Verification of Proposal Contents 2.1 The City reserves the right to verify the contents of the bidder's proposal and the bidder shall make every effort to cooperate. 3. Evaluation Criteria 3.1 The City will conduct the evaluation of proposals based upon the information supplied in the proposals. The following weights will be assigned to the following evaluation criteria: Percentage Evaluation Factor Weight 35% Price 30% Ability to provide technical support, both pre -sales and post -sales support, on-site and by telephone 10% 1 Ability to provide most of the hardware and software requested by the ON 15% Ability to provide acceptable shipping methods and invoices 10% Knowledge of and experience with configurations similar to that existing I in the City 3.2 A minimum score of 80% or better is required in each evaluation factor category. The City of Lubbock reserves the right to award this contract to multiple qualified vendors, a single vendor, or to reject all responses. M RFP #13095, High TedwW109y Computer Hardware & Software 4. High Technology Computer Hardware & Software Pricing 4.1 The bidder must quote a flat percentage rate above dealer cost listed in one or more distributor disk catalogs including Gates/FA, Merisel, Tech Data, Ingram Micro, Intelligent Electronics, or MicroAge. This percentage rate above dealer cost shall apply to all items listed in the distributor disk catalog and said percentage rate shall remain firm for the term of the contract. 4.2 The bidder must submit with their proposal the current disk catalog for each distributor catalog listed in their proposal. 4.3 The successful bidder shall, at all times during the term of the contract, provide the City with two (2) sets of the current distributor catalogs included in their proposal. 4.4 In lieu of items 4.1-4.4, the bidder may propose State of Texas Catalog Pricing provided that the bidder is a State of Texas Qualified Information Systems Vendor. The successful bidder shall, at all times during the term of the contract, provide the City with two (2) sets of the current disk or hard copy catalog. 4.5 In addition to items 4.1-4.4, the bidder may propose alternate pricing methods if thoroughly quantified. 4.6 The bidder must also submit a proposed pricing method for those items not found in the catalogues. 4.7 The proposal must identify all costs that will be incurred by the City relating to computer hardware and software. Any costs not so identified will be the responsibility of the vendor. 5. Contract Term 5.1 The duration of the contract shall be for a term of one year with an option to renew annually for up to two (2) additional years. This option shall be mutually agreed upon by the City and the vendor. RFP #13095, High Technology Computer Hardware & Software REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE III. STATEMENT OF REQUIREMENTS 1. High Technology Procurement Service Requirements The successful bidder shall be responsible for the following services: 1.1 Pre -Sales Support 1.1.1 The successful bidder shall provide assistance with system configurations. 1.1.2 The successful bidder shall assist the City in obtaining hardware and software evaluations in a timely fashion. 1.1.3 The successful bidder must supply the City with new product literature related to standard system configurations no more than 10 days following product announcements of hardware and software. 1.2 Price Quotes for High Technology Computer Hardware & Software 1.2.1 The successful bidder must deliver itemized quotes upon request by the City. 1.2.2 Quotes must reflect correct pricing and availability of all items requested. The City will then analyze pricing and product availability prior to ordering. 1.2.3 The City is not obligated to order products from the vendor providing the quotation. 1.3 Product Availability 1.3.1 The vendor must notify the City of product availability at the time of quote by the vendor and within two days of receipt of the purchase order by the vendor. 1.4 Product Ordering 1.4.1 Purchase orders for computer hardware or software may be issued by the City at any time during the term of the contract. The City is under no obligation to order a pre- defined dollar amount on any purchase order or during the term of the contract. 1.4.2 The successful bidder must deliver complete orders. No partial -shipments will be accepted unless authorized by the City on a case-by-case basis. 1.4.3 The vendor must deliver product within two weeks from receipt of purchase order by the vendor. Exceptions to this two week turnaround must be acceptable to the City or the order may be terminated without cost to the City. 1.4.4 All orders must be filled with the latest version of products unless otherwise specified by the City at the time of order. 1.5 Order Tracking 1.5.1 The City reserves the right to call the successful bidder to check the status of any purchase order. 1.5.2 The City may call the vendor to request that an order be expedited. If an expedited order delivery date is not acceptable to the City, the City reserves the right to cancel the order at no cost to the City. 1.6 Documentation 1.6.1 Duplicate invoices must accompany shipment. 1.6.2 Invoices must include the date of delivery and serial numbers that match items shipped. 1.6.3 Invoices must reflect any change of product part numbers or costs from the time the order was placed to the time the order was shipped. RFP #13095, High Technology Computer Hardware & Software 1.6.4 Invoices must reflect correct purchase order numbers and corresponding amounts. 1.6.5 Vendor must provide separate invoices for each City purchase order number. 1.6.6 All packing slips must be located on the outside of the box and must be labeled with the correct purchase order number. The outside of all boxes must be labeled with the corresponding purchase order number. Each box must have its own packing slip for the contents of the box. 1.6.7 All packing list line items must match all corresponding purchase order line items. All invoice line items must match all corresponding purchase order line items and all corresponding packing list line items. 1.6.8 The vendor must provide instructions for Return Authorization (RA) procedures. 1.6.9 Original invoices are to be addressed to: City of Lubbock Accounts Payable Box 2000 Lubbock, Texas 79457 1.6.10 Shipments are to be addressed to: City of Lubbock - Information Services % Sharlett Chowning 916 Texas Ave. Lubbock, Tx 79401 1.7 Third Party Administration 1.7.1 The successful bidder shall coordinate and be responsible for all products and services from all 3rd party vendors, suppliers, and distributors. The current environment consists of hardware and software from the manufacturers listed in Appendix A. 1.8 Post -Sales Technical Support 1.8.1 The successful bidder must provide product support in case of installation problems, configuration conflicts, etc. following equipment purchases. 1.8.2 The successful bidder must provide post -sales technical support including but not limited to the following: 1.8.2.1 Novell networks 1.8.2.2 Gateways ( SAA and DECNET ) 1.8.2.3 UTP cabling 1.8.2.4 Shiva dialins 1.8.2.5 Network fax servers 1.8.2.6 Newport Systems Lan2Lan 1.8.2.7 Micro -computers, both standalone and those on the network 1.8.2.8 Remote print 1.8.2.9 Communications devices such as: transceivers, repeaters, and bridges 1.8.2.10 Solectek AIRLAN 1.9 CNE Support 1.9.1 The City of Lubbock currently runs 14 Novell networks and requires that the successful bidder have a certified Novell network engineer (CNE) and a Compaq Accredited Systems Engineer (ASE) on staff and available at all times. 1.9.2 The bidder must submit proof of CNE and ASE certifications with their proposal. 1.9.3 If there are additional costs associated with access to a CNE, such costs must be clearly identified in the bidder's proposal. 9 1.10 Product Updates RFP #13095, High Technology Computer Hardware & Software 1.10.1 The successful bidder must give notice of future product upgrades and miscellaneous items to be shipped with product purchases. 1.10.2 Manufacturer promotional items must be passed onto the City. 1.11 Warranty Services 1.11.1 The successful bidder must coordinate all on-site warranty issues and will be responsible for all warranty work. 1.11.2 The successful bidder, or his agent, must appear at the problem site within four hours, unless the City determines that a satisfactory resolution can be reached via telephone. 1.11.3 The successful bidder must keep the City informed of all manufacturer warranty additions, modifications, or deletions. 1.12 Return Policy 1.12.1 The bidder must submit with their proposal a written 30 -day money back guarantee of all items purchased by the City. 10 RFP #13095, High Technology Computer Hardware & Software CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE IV. PROPOSAL FORMAT 1. Proposals must be submitted in the format as described below. Additional information can be provided in numbered appendices with references in the main body of the response. Failure to conform to these format requirements may result in disqualification of the bidder's proposal. The proposal should include, but is not limited to the items below: 1.1 Summary of Proposal 1.1.1 Statement of compliance with the objectives listed in the High Technology Procurement Service Requirements. 1.2 Summary of Relevant Experience 1.2.1 Number of contracts involving 500 or more users. 1.2.2 Description of environments currently supported. 1.3 Organization Structure 1.3.1 Description of staff skills, including the following for each staff member: 1.3.1.1 Certifications including certification dates 1.3.1.2 Tenure with the organization 1.3.1.3 Number of years experience on Novell Netware Local Area Networks (LAN's) 1.3.1.4 Number of LAN's installed and supported 1.3.1.5 Educational background including degree(s) 1.3.2 Company history and background information 1.4 High Technology Procurement Services Provided 1.4.1 Please include a description and procedures proposed for the following services: 1.4.1.1 Pre -sales technical support 1.4.1.2 Quoting capabilities for computer hardware and software 1.4.1.3 Integration of new equipment into existing environment 1.4.1.4 Providing timely information regarding new products available to the City 1.4.1.5 Ordering 1.4.1.6 Order Tracking 1.4.1.7 Invoice, Packing Slip, and Return Authorization Procedure Documents 1.4.1.8 Evaluation of ordered equipment to ensure functionality within the City's environment 1.4.1.9 Third Party Administration 1.4.1.10 CNE Support Procedures 1.4.1.11 Availability of on -staff personnel authorized to perform warranty work 1.4.1.12 Product Update Procedures 11 RFP #13095, High Technology Computer Hardware & Software Appendices 2.1 The bidder must complete the following table and must submit the table as one of the appendices: Bidder Name: Service Sample Documents Provided (I)es or (l)o Requested to be Attached to Bidder's Proposal Service Description Pre -Sales Support; Ability to provide advice on standard configurations and pre -sales technical support on-site and by telephone Ability to provide support for the integration of new equipment into the existing City environment Ability to provide the City with evaluation copies of hardware and software at no cost to the City Ability to provide competitive pricing on Distributor Disk Catalogs hardware and software and indicate the percentage rate above dealer cost for each catalog, or alternate pricing method or copy of State Cdtalog pricing. Ability to deliver quotes upon request for Sample Quote --Quote must standard desktop hardware and software reflect actual prices that including price and availability. Provide would be charged to the City itemized quote from sample specifications as of the closing date of the provided in Appendix B of this document RFP. Ability to provide new product literature on List of Product Information standard system configurations no more than Sources - Internal or 10 days after manufacturer announcements External Ability to meet 2 week turn -around from receipt of purchase order to delivery of order Ability to provide invoices with shipment and that reference the correct purchase order number Ability to provide shipped items' serial numbers on invoices Ability to match a single invoice with a single Sample Invoice to Reflect purchase order so that correct purchase order Sample Purchase Order - number, line items, and amounts reflect See Appendix D of this invoice purchase order number, line items, and document for sample amounts purchase order Ability to affix packing slips, referencing Sample Packing Slip correct purchase order information, on the outside of the box Return Authorization instructions included Sample Return with shipped items or a standard set of Authorization Procedures instructions on returning unordered or unwanted items Ability to coordinate and be responsible for all List of Major 3rd Party 3rd party suppliers and distributors without Suppliers City involvement CNE and ASE currently on Staff Proof of Certifications Ability to provide product upgrades, upgrade information and miscellaneous free items to be shipped upon product purchase Ability to coordinate on-site warranty work within the four hour response time (unless determined by the City that a satisfactory resolution can be made via telephone) at no additional cost to the City and keep the City informed of manufacturer warranties Ability to provide the City with a 30 -day Written 30 -day money back money back guarantee guarantee 12 RFP #13095, High Technology Computer Hardware 8 Software 2.2 The following documents must also be attached to the bidder's proposal as appendices: 2.2.1 List of distributor disk catalog(s) with corresponding percentage rate above catalog cost to be charged to the City, alternate pricing, or State of Texas Qualified Information Systems catalog. 2.2.2 Itemized Quote from Sample Specifications as outlined in Appendix B 2.2.3 List of Product Information Sources 2.2.4 Sample Invoice 2.2.5 Sample Packing Slip 2.2.6 Sample Return Authorization Procedures 2.2.7 List of Major 3rd Party Suppliers 2.2.8 Proof of CNE and ASE Certifications 13 RFP #13095, High Technology Computer Hardware & Software CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE APPENDIX A — CURRENT HARDWARE AND SOFTWARE Appendix A contains a list of the hardware and software manufacturers currently in use by the City. While this is by no means a complete itemization of all manufacturers the City will be interested in purchasing from, it will provide the bidder with a suggested manufacturers list. HARDWARE LIST Description Adaptec, Inc. Advanced Logic Research, Inc. Advantis Agile American Power Conversion Corp. Artisoft, Inc. AST Research Inc. AT&T Attachmate Corp. Black Box Corp. Cabletron Systems, Inc. Caere Corp. Calcomp Inc. Calera Recognition Systems, Inc. Canon Computer Systems, Inc. Castelle, Inc. Cheyenne Software, Inc. Cisco Systems, Inc. Compaq Computer Corp. Compuadd Computer Corp. Conner Peripherals, Inc. Conner Storage Systems Cumulus Technology, Inc. Data Control Systems Datapoint Corp. DigiBoard Digicomn Systems, Inc. Digital Equipment Corp. Dynapoint, Inc. Extended Systems, Inc. Fibercom, Inc. Fibermux Corp. Fibronics International Inc. Fluke Corp. Fujitsu Hitachi Corp. Hyundai Electronics IBM Inmac Corp. Intel Corp. Ithaca Peripherals Inc. Lexmark International, Inc. Logitech, Inc. Maxtor Corp. Memorex Telex Corp. Microcom, Inc. Microsoft Corp. Microtek Minolta Corp. Mitsubishi International Corp. Mod -Tap Motorola Mountain NEC 14 Newport Systems Solutions, Inc. Optiquest, Inc. Palindrome Corp. Pennant Systems Co. Pinnacle Practical Peripherals, Inc. Proteon Proxima Corp. Qume Racon, Inc. Rad Data Communications, Inc. Radix Corp. Recognition Technology, Inc. Relisys Rockwell International, Corp. Samsung Electronics Samtron Displays, Inc. Seiko Instruments Epson Shiva Siemon Solectek Spur Products Sony Electronics, Inc. Sun Microsystems Computer Corp. Tecmar, Inc. Tellabs, Inc. Texas Instruments, Inc. 3Com Corp. 3M Toshiba International Corp. Tripp Lite U.S. Robotics, Inc. Wall Data, Inc. Wellfleet communications, Inc. Xerox Corp. Xircom, Inc. Hayes Thomas Conrad Irma AmeriCable Everex Kurta Megahertz Corp. SimWare Storage Dimensions Irwin Maynard Belden Omega Panasonic Okidata InFocus Systems, Inc. SOFTWARE LIST Description ACCPAC Plus Accounts Receivable AutoCAD IBM AVC Corel Draw Carbon Copy Plus Carbon Copy Plus Lan Server Carbon Copy Plus Lan Nodes Dbase IV Dbase IV Lan Server Dbase IV Lan Nodes DOS 5.0 DOS 5.0 Lan Pack DR DOS 5.0 DR DOS 5.0 Lan Pack Direct Access Network ENABLE 4.0 FANCYWord FREELANCE Graphics FREELANCE Lan Server FREELANCE Lan Nodes FREELANCE Plus FIFTH GENERATION FASTBACK PLUS GRAM -MAT -IK IV GRAPHER Irwin EZ Tape Backup Software Lotus 2.4 Lotus 2.4 Lan Server Lotus 2.4 Lan Node Lotus 3.1 Microsoft Word 5.0 Microsoft Word 5.0 Lan Server Microsoft Word 5.0 Lan Node Microsoft Word For Windows Microsoft Project Microsoft BASIC Compiler Maynard Tape Backup Software Mapinfo Nutshell Plus 15 RFP /13066, High Tedwido y Computer Hardware 8 SdWme Norton Utilities Norton Anti -Virus Novell Netware 3.1 Novell Netware 2.2 Novell Netware SNA Gateway Omni -Page On -Target Oracle Tools Oracle Tools Lan Node Oracle OS/2 PC Paint Brush PcAnyWhere IV LanAnyWhere IV Server LanAnywhere IV Node PROCOMM IBM SYSTOS Tape Backup Print Shop Print Shop Companion PageMaker PageMaker Lan Server PageMaker Lan Node PowerUp - Name Tag -Kit Quik Invoice QEMM 286 QEMM 386 QEMM 386 Lan Node SmartCom III SCO - UNIX IBM StoryBoard Plus Turbo C Compiler TIMELINE Windows 3.1 Windows 3.1 Lan Server Windows 3.1 Lan Node Fisher Watch Dog WHO -WHAT -WHERE RFP #13095, High Technology Computer Hardware & Software CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE APPENDIX B — HARDWARE AND SOFTWARE SPECIFICATIONS Requirements The following three scenarios are examples of the pre -sales configurations encountered by the City. The bidder's proposal must include an itemized price quote with manufacturer's part numbers and pricing for all scenarios. All parts necessary to setup and install the equipment must be listed. Any additional suggestions, comments, or concerns must be identified and explained. 1.1 Scenario I Department A currently has the following equipment: IBM PS/2 Model 80 120 MB hard drive 12 MB RAM HP ScanJet with parallel interface IBM Audio Visual Connection HP LaserJet 4P - parallel External Maynard 150 MB tape drive Windows 3.11, Harvard Graphics, and Corel Draw software In a replacement project, Department A would like to use as much of the existing equipment as possible and is requesting the following equipment: Compaq 486/66 At least 500 MB hard drive 16 MB RAM 1T' SVGA monitor Internal dual spin CD ROM Drive Hardware to copy images from video to the micro -computer and back Hardware to allow enhanced audio for presentations Internal tape backup, able to backup entire hard drive on one tape Windows 3.11, Word for Windows, Lotus 1-2-3 for Windows, and dBase for Windows software 1.2 Scenario H Department B at a remote site would like to add a Local Area Network to the City's TCP/IP backbone. The City's existing LAN is illustrated in Appendix C. The site for the LAN is 4 miles from the backbone site and no fiber optics are planned in the foreseeable future. The department would like to add 6 Compaq 486/66 systems to this new network and would like to run Word for Windows, Lotus 1-2-3 for Windows, and dBase for Windows from the local server. The department plans to purchase a HP LaserJet SI to use as the departmental printer. The department would like to connect an existing Compaq 4/33s laptop (4MB RAM ) to the network. Additionally, there is one auxiliary building 250 feet from the main building that has an existing Compaq 4/33s workstation that the department wants to connect to this LAN. 1.3 Scenario IH The City Fire Department would like to install one micro -computer at each of the fourteen fire stations. (See the attached map for locations.) Fire Administration currently has a Novell 3.12 Token Ring Network that is connected to the City's computer backbone through spread spectrum technology. Each fire station must have the capability of running Windows, Microsoft Word for Windows, Lotus 1-2-3 for Windows, and dBase for Windows. Each station must also have access to the Electronic Mail system on the City's WAN. The personnel at the fire stations must be able to send data in the form of Word documents or Lotus spreadsheets to Fire Administration. 16 16 MB NET =4B IP=196.98.98 i FIRESERV Irtem ink -1 Im MAINFRAME 1 16 MB NET' -2 16 MB NET 2A SERVERI IP= 817.99.98 ANOW, 192:99.98.101 CITY OF LLIBBOCK NETWORK 16 MB 16 MB NET=rAAt NEVA2 IP=196.94.98 IP=195.99 98— LPLSERV 192.99.98.106 SHNA2 SHIVAI Wff �- — 192.99.98.130 192.99.98.120 16 AIRPORT 1� SERVER3 192.99.98.92 19299.98.102 192.99.98.110 SY1.- 16 OS2 TAOUNK i / I LPL RS/6000 HEALTH RS/6000 DEV RS/6000 192.99.98.6 192.99.98.5 192.99.98.8 17 —'W BACKUP 192.99.98.140 1-9 1 T J rav4UU CITY1 AS1400 192.99.98.3 192.99.98.1 KIVA RSI6000 194.99.98.6 RFP #13095, High Technology Computer Hardware & Software CITY OF LUBBOCK REQUEST FOR PROPOSAL #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE PROPOSAL FORM The undersigned hereby offers to furnish and deliver the articles or services as specified in their proposal (ATTACHED) for the High Technology Computer Hardware & Software at the terms stated therein and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal. Maximum number of days from signing of contract to inception: THIS PROPOSAL IS VALID FOR DAYS. ACKNOWLEDGE receipt of ADDENDA: #1 #2 #3 #4 Name of Business (Stamp may be used): Address: City: DBE Firm: State: Zip B3' Date: Authorized Representative - must sign by hand Business Telephone Number IF UNABLE TO QUOTE, PLEASE EXPLAIN: Do not sell this commodity. Cannot meet specifications. Job too small. Cannot provide required insurance. Fax Number Bid directs by Manufacturer. Job too large. Cannot provide required bonding. Bidding through dealer. Do not wish to do business with the City of Lubbock. (Letterhead attached with explanation) If unable to respond to this bid and you wish to continue to receive invitations to bid please return this sheet to the following address: City of Lubbock Purchasing Department P.O. Box 2000 Lubbock, Texas 79457 18 Woman Black American Native American Hispanic American Asian Pacific Other (Specify) American B3' Date: Authorized Representative - must sign by hand Business Telephone Number IF UNABLE TO QUOTE, PLEASE EXPLAIN: Do not sell this commodity. Cannot meet specifications. Job too small. Cannot provide required insurance. Fax Number Bid directs by Manufacturer. Job too large. Cannot provide required bonding. Bidding through dealer. Do not wish to do business with the City of Lubbock. (Letterhead attached with explanation) If unable to respond to this bid and you wish to continue to receive invitations to bid please return this sheet to the following address: City of Lubbock Purchasing Department P.O. Box 2000 Lubbock, Texas 79457 18 LUBBOCK TEXAS TO: City of Lubbock PURCHASE ORDER SAMPLE Page - I Date 11/07/94 Order No. - -000 OP Brn/Plt - 3511 INVOICE. TO: CITY OF LUBBOCK ACCOUNTS PAYABLE P.O. BOX 2000 LUBBOCK TX. 79457 BY ------------------------------------------------------------------------------------ Ordered - 11/07/94 Reference - Requested - 11/07/94 Buyer - Freight - Prepaid & Add ------------------------------------------------------------------------ Description / Vendor Item EPSON IDNNOTE486 Ordered UM — Unit Price UM Extension Req. Dt ACT SLC2/5 I EA EA 11/07/94 NOTEBOOK COMPUTER 72052. , ' 140.9225 LOGITECH TRACKBALL 305391 1 EA 42.6000 EA 42.60 11/07/94 140.9225 APPOINT MOUSE PEN 12358 1 EA 37.0000 EA 37.00 11/07/94 140.9225 PADDED CASE FOR NOTEBOOK 34 1 EA 62.4500 EA 62.45 11/07/94 140.9225 4 MB MODULE 1 EA 399.0000 EA 399.00 11/07/94 140.9225 INTERNAL 14.4 FAX/MODEM 279 1 EA 199.2700 EA 199.27 11/07/94 140.9225 Total Order -------------------------------------------------------------------- Terms NET 30 2,216.62 1,,1 1 T kjr- LUDDUUr\ r- I ISL '-j I AT ION L DREW ST KEUK A ST STONER ILL ST BLUEFIELD ST 11 KENT ST URSUL INE ST ER'SKINE _0T 4TH 19TH 34TH 50TH ST 66TH ST ' e, ') Sl —Lle 98TH S1 OF 114Tr1 ST INLER ALCOVE SLICE ' INDIANA TAHOKA QUIRT — DREW ST — KEUKA ST STONEH ILL ST BLUEF IELD ST KENT ST URSUL INE ST -ERSKINE ST 4TH ST —19TH ST — 34TH ST — 50TH ST 66TH ST 82ND ST 98TH ST 114TH ST FIRE STRUM LOCRTIONS HQ 6th St_ D Rue K #1 18th St. Is• Rue K #8 50th St. & Rue U #2 N. fish U• Municipal Dr. #9 50th St. "& Utica Au. #3 26th St. D Milwaukee Ru. #10 E. 48th St. & Quirt Ru. #4 3rd St. G, University flu. # 11 Airport #5 E. 10th St. F- Zeni.h Ru. #12 79th St. 0• Slide Rd. #6 35th St. U• Indiana flu. #13 N. Frankford flu. & Erskine St. #7 17th St. G, Utica flu. #14 96th St. & Rue H City of Lubbock P.O. Box 2000 Lubbock, Texas 79457 606-767-2167 MAILED TO VENDOR: CLOSE DATE: Office of Purchasing January 5,1995 January 25,1995 Q 2:00 P.M. RFP #13095- HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE ADDENDUM #1 The following items take precedence over drawings and specifications for the above named project. Where any item called for in the bid documents is supplemented here, the original requirements, not affected by this addendum, shall remain in effect. 1. Please find attached list of responses to questions asked at the preproposal meeting held on Tuesday, December 20, 1994. 2. Please complete the attached table which is made part of Appendix B on page 16 of the RFP. All requests for additional information or clarification should be submitted in writing and directed to: Victor Kilman Purchasing Manager City of Lubbock P.O. Boz 2000 Lubbock, Texas 79457 Questions may be faxed to: (806) 767-2164 THANK YOU, Victor Kihnan Purchasing Manager PLEASE RETURN ONE COPY WITH YOUR BID QUESTIONS FROM PRE-BID ON RFP #13095 HIGH TECHNOLOGY COMPUTER HARDWARE & SOFTWARE Q Will the City purchase computer brands other than Compaq? A. After evaluating cost, availability, reliability, functionality, and compatibility the City will purchase any brand of computer that it deems is in the best interest of the City. The only stipulation is that if the micro -computer is to reside on the nem-ork, it must be Novell certified. Whenever possible, peripherals on the network and on machines connected to the network must also be Novell certified. Q. What do you mean by presales support? A. Presales support means supplying possible alternatives to a given problem. This may include gathering information on available products, analysis of the pros and cons of each product and presenting such information to the City staff on an as needed basis. Presales support also encompasses the review of purchase orders to determine if all parts required to make a functioning system are included and bringing any questions to the attention of the City staff. Q. What is postsales support? A. Postsales support means that the successful bidder must be able to provide whatever technical expertise is necessary to make the ordered product work in the City's environment. This may include Novell CNE and Compaq ASE e..xperience, access to CompuServe and manufacturer's hotlines, previous experience with similar environments, and any other method of support as deemed necessary for the successful use of the products purchased. Q. What is the total dollar volume of computer purchases procured by the City? A. Due to the downsizing of the City's computer network, approximately one million dollars was spent on computer hardware and software as it applies to this proposal. In previous years, that amount has been approximately $250,000. For fiscal year 1994-95, the staff estimates computer purchases at approximateiy x500,000. Q. When would telephone versus on-site support for warranty items be acceptable? A. The City would always prefer quick telephone support whenever possible; however, when it is determined by the City that the problem cannot be resolved by telephone, authorized personnel must appear on-site at the City department requiring assistance within four hours from the time of the initial call. Q. When should new product offerings be presented to the City? A. The successful bidder must keep the City apprised of any new offerings on products previously ordered or currently in use by the City. This should be on an on-going basis as new products are announced. Information concerning new companies and new products should be relayed to the Cite staff if it might have an impact on the City's environment. Also. as discussions concerning orders occur, the successful bidder should provide new product information as part of the presales support. Q Will the City award this contract to multiple vendors? A It is possible that the City could award this contract to multiple vendors. Based upon the c%-aluation criteria, one or more vendors might qualih- to be on the authorized purchasers list. The City mav, at its discretion, award this contract to multiple vendors, to a single vendor, or to refect all responses. Q. How often is a Novell CNE called'. A. The City relies on an outside CNE whenever a technical problem arises that is outside the scope of staffs technical knowledge. A CNE has access to many sources that City staff is not privy to without an additional cost. Depending upon the projects being implemented, the City will require CNE access from 20 to 30 times a year. These occasions will vary frorn an urgent request (a system is down) to a simple request for information. Due to the essential nature of some of the City systems, when a CNE is requested in an urgent situation, it is imperative that a CNE be available 24 hours a day seven days a week. Q. What do you mean by providing evaluation copies of hardware and software? A. The City may request a 30-90 day evaluation copy of hardware and/or software from the successful vendor. Dunng this evaluation period, staff will deternune if such a product will fulfill a particular need of the City. It is by this method that the City evaluates new technology to determine its applicability in the environment. Q. Should the responses to the scenarios from Appendix B include installation by the vendor? A. No. The scenarios are to provide information on the technical expertise of the vendor and to substantiate that the costs are in line with the quoted pricing structure. ADDENDUM TO RFP #13095 - APPENDIX B The following table must also be attached to Appendix B of the bidder's proposal. Included should be each individual consulted regarding any aspect of this response. This should include both employees of the bidder and any outside consultants used. Name Company Reason for Contact example — Sherri Reiser Compaq Computer Corpj assistance with workstation configuration