Dell 5414 Rugged Laptops Along with Docking Stations and Antennas from Insight Public Sector, Inc
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MOT 2018-7920 Page 1 of 142 VILLAGE OF DOWNERS GROVE Report for the Village 10/9/2018 SUBJECT: SUBMITTED BY: Dave Kenny 2018 Ruggedized Laptop Replacements Director, Information Technology SYNOPSIS A motion is requested to authorize the purchase of fifteen (15) Dell 5414 rugged laptops along with docking stations and antennas from Insight Public Sector, Inc. of Tempe, Arizona in an amount of $42,557.85. STRATEGIC PLAN ALIGNMENT The goals for 2017-2019 include Exceptional Municipal Services. FISCAL IMPACT The FY 2018 Budget includes $81,000 in the Equipment Replacement Fund (Page 4-37, Line 20) for the Fire Department ruggedized tablet and laptop computer replacements. RECOMMENDATION Approval on the October 9, 2018 consent agenda. BACKGROUND As part of the Village's hardware lifecycle management plan, the 2018 work plan includes replacing fifteen (15) Fire Department ruggedized laptop bundles (laptop, docking station and antenna). Organizations can avoid problems associated with inoperable or obsolete equipment by following a timely replacement schedule of aging hardware. Fire Department ruggedized laptops were last replaced in 2013. The current devices have 32-bit processors and will not work with the impending CAD (computer aided dispatch) software upgrade, which requires 64-bit processors. The CAD upgrade is slated for early 2019. The new CAD software is being developed as part of the county-wide DuJIS (DuPage Justice Information System) project, of which the Village is a participant. The Emergency Telephone System Board (ETSB) of DuPage County approved a contract back in 2016 to replace its Computer-Aided Dispatch Mobile Client, Field Based Reporting and Record Management Systems. Additionally, to assist member agencies, the County ETSB put out an RFP for hardware that will support the new CAD software. MOT 2018-7920 Page 2 of 142 Staff evaluated the equipment selected by the County for several months and has been satisfied with its performance. Furthermore, the cost of the hardware from the County RFP response is lower than the cost of ruggedized hardware devices that are listed on the statewide contract. Staff recommends the purchase from Insight Public Sector, Inc. for a total cost of $42,557.85. Price Breakdown Description Unit Cost Quantity Extended Cost Antenna $133.24 15 $1,998.60 Dell Latitude 5414 Rugged Laptop $1,993.77 15 $29,906.55 Havis Docking Station $710.18 15 $10,652.70 Total: $42,557.85 ATTACHMENTS Quotation ETSB of DuPage County Contract and RFP Response MOT 2018-7920 Page 3 of 142 INSIGHT PUBLIC SECTOR SLED Page 1 of 2 6820 S HARL AVE HTTP://WWW.INSIGHT.COM TEMPE AZ 85283-4318 Tel: 800-467-4448 SOLD-TO PARTY 10328359 Quotation VILLAGE OF DOWNERS GROVE ACCOUNTS PAYABLE Quotation Number : 220473282 801 BURLINGTON AVE Document Date : 18-SEP-2018 DOWNERS GROVE IL 60515-4782 PO Number : PO Release : SHIP-TO PARTY Sales Rep : Bob Erwin VILLAGE OF DOWNERS GROVE Email : [email protected] ACCOUNTS PAYABLE Telephone : 4803667058 801 BURLINGTON AVE Sales Rep 2 : Nicole Olivera DOWNERS GROVE IL 60515-4782 Email : [email protected] Telephone : 6302957300 X 6866 We deliver according to the following terms: Payment Terms : Net 30 days Ship Via : Insight Assigned Carrier/Ground Terms of Delivery : FOB DESTINATION Currency : USD Material Material Description Quantity Unit Price Extended Price A5481447 ANTENNA PLUS AP-CELL/LTE/WIFI - ANTENNA - 15 133.24 1,998.60 NAVIGATION, CELLULAR, WI-FI - 3 OPEN MARKET 3000028876318 DELL LATITUDE 5414 RUGGED, XCTO GB (1X8GB) 15 1,993.77 29,906.55 2133MHZ DDR4 MEMORY OPEN MARKET DS-DELL-402-3 Havis DS-DELL-402-3 Advanced Port Replication 15 710.18 10,652.70 with Triple High-Gain Antenna - docking station - VGA, HDMI OPEN MARKET Product Subtotal 42,557.85 TAX 0.00 Total 42,557.85 Thank you for considering Insight. Please contact us with any questions or for additional information about Insight's complete IT solution offering. Sincerely, Bob Erwin 4803667058 [email protected] Nicole Olivera 6302957300 X 6866 [email protected] Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. MOT 2018-7920 Page 4 of 142 Quotation Number 220473282 HTTP://WWW.INSIGHT.COM Document Date 18-SEP-2018 Page 2 of 2 This purchase is subject to Insight’s online Terms of Sale unless you have a separate purchase agreement signed by both your company and Insight, in which case, that separate agreement will govern. Insight’s online Terms of Sale can be found at: http://www.insight.com/en_US/help/terms-of-sale-products-ips.html MOT 2018-7920 Page 5 of 142 MOT 2018-7920 Page 6 of 142 MOT 2018-7920 Page 7 of 142 MOT 2018-7920 Page 8 of 142 Insight Public Sector, Inc. Proposal Response PREPARED FOR Emergency Telephone System Board of DuPage County ITB Mobile Data Terminals October 27, 2017@ 2:30 PM SUBMITTED BY: Bob Erwin Account Executive t: 847.322.0898 e: [email protected] Insight Public Sector, Inc. • 2250 West Pinehurst Blvd. • Addison, IL 60101 • 800.INSIGHT • www.ips.insight.com Content contained herein is produced and intended for the customer identified above. © 2017 Insight Public Sector, Inc. All Rights Reserved. MOT 2018-7920 Page 9 of 142 MOT 2018-7920 Page 10 of 142 MOT 2018-7920 Page 11 of 142 Insight ITB Response Emergency Telephone System Board of DuPage County Mobile Data Terminals (MDT) #P17-204-BF TABLE OF CONTENTS COVER LETTER ................................................................................................... 2 PROJECT INFORMATION ....................................................................................... 5 GENERAL CONDITIONS ........................................................................................ 7 SPECIAL CONDITIONS ........................................................................................ 15 VENDOR QUALIFICATIONS: ................................................................................. 22 SPECIFICATIONS ............................................................................................... 39 W-9 FORM ........................................................................................................ 52 REFERENCES ..................................................................................................... 53 BIDDERS SUBCONTRACTORS .............................................................................. 54 SAMPLE CONTRACT AGREEMENT .......................................................................... 56 ATTACHMENT 1 – WARRANTY INFORMATION ......................................................... 59 ATTACHMENT 2 – ADVERTISING LITERATURE/SPEC. SHEETS ................................... 60 October 27, 2017 ITB #P17-204-BF 4 MOT 2018-7920 Page 12 of 142 Insight ITB Response Emergency Telephone System Board of DuPage County Mobile Data Terminals (MDT) #P17-204-BF PROJECT INFORMATION Invitation To Bid: #17-204-BF BID ISSUE DATE: October 6, 2017 BID DESCRIPTION: Mobile Data Terminals Police, Fire and Emergency Vehicles BID OPENING DATE: October 27, 2017 PROPOSAL OPENING TIME: 2:30 pm SUBMIT SUBMIT 1 ORIGINAL PLUS 1 Copy BOND REQUIRED: NO FULL NAME OF BIDDER Insight Public Sector, Inc. BID CONTACT PERSON Bob Erwin, Account Executive (847) 322-0898 TEL. # / EMAIL ADDRESS [email protected] COMPANY NAME Insight Public Sector, Inc. PROJECT NAME: Mobile Data Terminals USER DEPARTMENT: EMERGENCY TELEPHONE SYSTEM BOARD (ETSB) October 27, 2017 ITB #P17-204-BF 5 MOT 2018-7920 Page 13 of 142 Insight ITB Response Emergency Telephone System Board of DuPage County Mobile Data Terminals (MDT) #P17-204-BF EVENT: LOCATION: Date: Time: Deadline for Exceptions Must be submitted in writing to: October 13, 2017 2:30 pm to Bid Language and [email protected] Specification Inquiries. Response to Inquiries Via E-mail October 18, 2017 4:30 PM Bidders Proposal Due Procurement Services Room 3- October 27, 2017 2:30 PM 400 √ SUBMITTAL CHECKLIST (BID PACKET SHOULD BE RETURNED IN ITS ENTIRETY) √ ORIGINAL BID WITH ONE BUSINESS CARD ATTACHED √ 1 COPY WITH ONE BUSINESS CARD ATTACHED √ PROPOSAL PRICING (INCLUDING UNIT PRICES, WHERE REQUIRED √ ADDENDA NUMBER ACKNOWLEDGED, IF APPLICABLE √ REFERENCES √ PROPOSAL PRICING (INCLUDING UNIT PRICES, WHERE REQUIRED) √ CERTIFICATION/PROPOSAL SIGNATURE AFFIDAVIT PAGE, COMPLETED, WITH SEAL (IF CORPORATION) NOTARY PUBLIC AND AUTHORIZED SIGNATURE √ JOINT PURCHASING SECTION, COMPLETED √ WARRANTY INFORMATION √ COMPLETED VENDOR ETHICS DISCLOSURE FORM (SIGNED) √ COMPLETED IRS-Form W-9 October 27, 2017 ITB #P17-204-BF 6 MOT 2018-7920 Page 14 of 142 Insight ITB Response Emergency Telephone System Board of DuPage County Mobile Data Terminals (MDT) #P17-204-BF GENERAL CONDITIONS ADDENDUM AND SUPPLEMENT TO INVITATION TO BID (ITB): If it becomes necessary or advisable to revise any part of this ITB or if additional data is necessary to enable the exact interpretation of provisions of this ITB, revisions will be provided in the form of an Addendum. If revisions are made after any mandatory Pre-Bid conference, the revisions will be provided only to those Contractors who will have attended the Pre-Bid conference. Addendum information is available over the internet at www.DemandStar.com. Adobe Acrobat® Reader may be required to view this document. We strongly suggest that you check for any addendum a minimum of forty-eight (48) hours in advance of the bid deadline. Response: Insight