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Item 4D - MemoM E M O R A N D U M November 7, 2023 To: From: Subject: Shana Yelverton, City Manager Blair Halbert, Director of IT Item 4D: Approve the renewal for Adobe licenses from CDWG in an amount not to exceed $55,000. Action Requested: Background Information: Approve the renewal for Adobe licenses from CDWG in an amount not to exceed $55,000. The purpose of this item is to maintain functionality to employees for PDF editing, digital signatures, graphic design, video editing, and more. This renewal provides the Adobe Creative Suite, Adobe Acrobat, and Adobe Photoshop which contains essential programs that City staff rely on. These software licenses are renewed annually. Financial Considerations: This item was approved within the fiscal year 2024 Strategic Link: General Fund, IT Operating budget. This agenda item is linked to the Southlake Strategy Map through the following objectives: •B1 Achieving strong outcomes through continual evaluation and pursuit of better practices that improve core business operations. •B2 Collaborating with select partners to implement service solutions. Honorable Mayor and City Council Page 2 of 2 Citizen Input/ Board Review: No requirement exists to review the purchase with citizens or boards. Legal Review: No requirement exists to review the purchase with the City Attorney. Alternatives: The alternative to approving the proposal would be: 1.Do not approve proposal and continue operating as normal, recognizing the potential impact it would have to the City. 2.Direct staff to explore revisions to scope of work and amend the agreement to reflect those revisions. Supporting Documents: Quote provided by CDWG. Staff Recommendation: Staff recommends approving item as proposed. Hardware Software Services IT Solutions Brands Research Hub AARON GROGAN, Thank you for considering CDWG for your technology needs. The details of your quote are below. If you are an eProcurement or single sign on customer, please log into your system to access the CDW site. You can search for your quote to retrieve and transfer back into your system for processing. For all other customers, click below to convert your quote to an order. Convert Quote to Order ACCOUNT MANAGER NOTES: Here’s the requested quote. Please let me know if you have any questions or concerns! If you do not have online account access, please send me an email and I am happy to get that generated for ease of quoting/processing in the future. Thank you! Kind Regards, Thomas Beckman CDW-G AM | 312.705.0226 | Thomas.Beckman@cdwg.com QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL NNGP210 9/1/2023 ADOBE RENEWAL 2221281 $54,770.16 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT.PRICE Adobe Acrobat Pro for enterprise - Subscription Renewal - 1 user 70 7245814 $103.28 $7,229.60 Mfg. Part#: 65324170BC09A12 Electronic distribution - NO MEDIA Contract: TIPS 230105 Tech Solutions, Products, and Services (230105) Adobe Stock for teams (Other) - Subscription Renewal - 1 user, 40 assets 1 6260773 $838.84 $838.84 Mfg. Part#: 65274060BC09A12 Electronic distribution - NO MEDIA Contract: TIPS 230105 Tech Solutions, Products, and Services (230105) Adobe Creative Cloud for Enterprise - All Apps - Subscription Renewal - 1 u 60 6947123 $743.87 $44,632.20 Mfg. Part#: 65291079BC09C12 Electronic distribution - NO MEDIA Contract: TIPS 230105 Tech Solutions, Products, and Services (230105) Adobe InDesign for Enterprise - Subscription Renewal - 1 user 5 6947137 $344.92 $1,724.60 Page 2 of 3 QUOTE DETAILS (CONT.) Mfg. Part#: 65291027BC09C12 Electronic distribution - NO MEDIA Contract: TIPS 230105 Tech Solutions, Products, and Services (230105) Adobe Photoshop for enterprise - Subscription Renewal - 1 user 1 6947128 $344.92 $344.92 Mfg. Part#: 65291041BC09C12 Electronic distribution - NO MEDIA Contract: TIPS 230105 Tech Solutions, Products, and Services (230105) SUBTOTAL $54,770.16 SHIPPING $0.00 SALES TAX $0.00 GRAND TOTAL $54,770.16 PURCHASER BILLING INFO DELIVER TO Billing Address: CITY OF SOUTHLAKE ACCOUNTS PAYABL 1400 MAIN ST STE 420 SOUTHLAKE, TX 76092-7642 Phone: (817) 481-1745 Payment Terms: Net 30 Days-Govt State/Local Shipping Address: CITY OF SOUTHLAKE AARON GROGAN 1400 MAIN ST STE 420 SOUTHLAKE, TX 76092-7642 Phone: (817) 481-1745 Shipping Method: ELECTRONIC DISTRIBUTION Please remit payments to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 Sales Contact Info Thomas Beckman | (877) 865-2621 | thomas.beckman@cdwg.com LEASE OPTIONS FMV TOTAL FMV LEASE OPTION BO TOTAL BO LEASE OPTION $54,770.16 $1,468.39/Month $54,770.16 $1,696.23/Month Monthly payment based on 36 month lease. Other terms and options are available. Contact your Account Manager for details. Payment quoted is subject to change. Why finance? Lower Upfront Costs. Get the products you need without impacting cash flow. Preserve your working capital and existing credit line. Flexible Payment Terms. 100% financing with no money down, payment deferrals and payment schedules that match your company’s business cycles. Predictable, Low Monthly Payments. Pay over time. Lease payments are fixed and can be tailored to your budget levels or revenue streams. Technology Refresh. Keep current technology with minimal financial impact or risk. Add-on or upgrade during the lease term and choose to return or purchase the equipment at end of lease. Bundle Costs. You can combine hardware, software, and services into a single transaction and pay for your software licenses over time! We know your challenges and understand the need for flexibility. General Terms and Conditions: Page 3 of 3 This quote is not legally binding and is for discussion purposes only. The rates are estimate only and are based on a collection of industry data from numerous sources. All rates and financial quotes are subject to final review, approval, and documentation by our leasing partners. Payments above exclude all applicable taxes. Financing is subject to credit approval and review of final equipment and services configuration. Fair Market Value leases are structured with the assumption that the equipment has a residual value at the end of the lease term. Need Help? My Account Support Call 800.800.4239 About Us |Privacy Policy |Terms and Conditions This order is subject to CDW’s Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager ' 2023 CDWG LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239