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Item 5DCity of Southlake, Texas MEMORANDU April 25, 2006 To: Shana Yelverton, City Manager From: Gary Gregg, Technical Services Manager Subject: Authorize the purchase of 65 personal computers, memory, and 55 LCD monitors from Hewlett Packard Computers via State of Texas DIR - -PC Contract (DIR - VPC -03 -006) in the amount of $68,945. Action Requested: Authorize the purchase of 65 personal computers, memory, and 55 LCD monitors from Hewlett Packard Computers via State of Texas DIR —PC Contract (DIR - VPC -03 -006) in the amount of $68,945, Background Information: The City of Southlake currently has 229 computers actively in its inventory and being used on a daily basis. A large number of these personal computers (60) are over three years old. Our current hardware plan is to replace about 1 /3` of our inventory each year, These desktop computers are beginning to experience hard drive and power supply failures at an increasing rate as they are at the end of their life span, .Due to the age and style of these machines it is not fiscally practical to replace the hardrives and upgrade the memory to increase their usability or prolong the lifespan of these computers. They are scheduled for replacement in this fiscal year_ Financial Considerations: This item was budgeted in the FY 05/06 Support Services budget. Citizen Input/ Board Review: None Legal Review: None. This is a standard purchase from Hewlett Packard based on Texas Department of Information Resource Pricing. The total amount of this purchase requires City Council approval. Alternatives: The Council may approve the purchase or deny it. If the Council chooses to deny approval, the computers designated to be replaced will continue to be maintained with replacement parts if available. Supporting Documents: Quote. The attached quote is representative of pricing, We will actually purchase 10 less monitors than desktop computers as some in service do not require replacement. Staff Recommendation: Authorize the purchase of 65 personal computers, and 55 LCD monitors from Hewlett Packard Computers in the amount of $68,945, Staff Contact: Gary Gregg, Technical Services Manager [hf] Public Sector Sales March 30, 2006 TEXAS DIR 1191 TEST DR AUSTIN TX 77777 Dear Michele Mccune, Thank you for your recent interest in Hewlett- Packard Public Sector Sales Award- winning Hewlett- Packard products are designed to deliver high - performance technology, powerful networking and legendary Hewlett - Packard quality - all at a value that your budget demands From handheld PCs to AlphaServer Supercomputers, Hewlett- Packard provides a single resource for complete solutions that meet all your computing needs You can rely on Hewlett - Packard for the performance, uptime, and efficiency you need to keep your agency running smoothly and hassle -free. Every Hewlett- Packard product is designed and tested to provide industry- standard compatibility and investment protection And, with special maintenance services, easy ordering and flexible financing, Hewlett- Packard makes buying the right solution for your organization easier and more convenient than ever Attached is the price quotation you requested When submitting a purchase order directly to Hewlett - Packard, please be certain to include the requested information on the Ordering Information page attached to this quotation. Including the necessary information will ensure the accurate and timely processing of your order through Hewlett- Packard Public Sector You may order online at http:l /welcome.hp.com /country/us /eng /solutions /pub sector.html or fax in your purchase order at 800 -825 -2329 - Please reference this contract: TX - STATE OF TEXAS DIR -PC Contract (DIR - VPC -03 -006) terms and conditions. -The terms and conditions of the TX - STATE OF TEXAS DIR -PC Contract (DIR - VPC -03 -006) will apply to any order placed as a result of this inquiry; no other terms or conditions shall apply If you should have questions regarding this quotation or need any other assistance, please contact your Public Sector sales representative Sincerely, Lenny Cruz Inside Sales Representative U3 Public Sector Sales Ordering Information It's never been easier to place your direct orders with Hewlett- Packard. Now you can have fast, accurate service with special options designed to personalize, process and expedite your shipments with higher levels of accuracy Ordering Hewlett- Packard products is as simple as picking up the phone. using the fax machine, or logging onto the Hewlett- Packard Public Sector website at http:ll welcome. hp. com /countryluslenolsolutionstpub seclor.htm Online orderin With the Hewlett - Packard Online Store, you can create quotes with real -time pricing; place an order using a credit card or purchase order. keep up -to -date on the latest product promotions and pricing available on your contract, inquire about order status and view product/price information - all from your desktop PC Visit htif):I/welcome,ho.com/count!ytus/eng/solutions/pub sector.html Faxing Option Faxing your order Is convenient, too Simply fill out your request on the customer purchase order and send to 1- 800 -825 -2329 Your order will be promptly handled, and you can call a Customer Service Representative to confirm your order Personalized Telesales To provide more personal service to you. our telephone sales and order administration representatives are assigned by territory This means you can reach a dedicated government. education, or medical sales team every time you call - giving you added value by letting you grow personal relationships with representatives who know your product as well as your special terms and delivery requirements To request a quote. check product availability. and other related questions, call your Telesales Representative Order Accuracy To ensure the accurate and timely processing of your order, please verify that your purchase order Includes the following information: • Bill -to address, • Shlp-to address, • Purchase order number, • Part number, description, and price, • Contract # and name • Reseller of choice • Contact name, phone number, and email address, • Special delivery requirements • Requested delivery date • Signature of authorized purchaser • Please note the Hewlett Packard must be listed as the vendor, Tax-Exempt Certificate Requirements All tax - exempt accounts should have a tax - exempt certificate on file with Hewlett- Packard to avoid having sales tax added to their invoice. This certificate needs to be provided only once. If you are ordering for the first time, please include with your order or account application. Free Configuration Services (excludes non - configure to order IPG product) When you purchase Hewlett - Packard products through Public Sector, you become eligible for configuration of Hewlett- Packard hardware options and upgrades at NO extra cost To request this free service, clearly state on your purchase order which options and upgrades you would iike installed and list each configuration separately Once an order is placed, in -stock items require 2-4 business days for installation HP Credit .. Hewlett- Packard's financing programs can help your agency purchase or lease HP solutions To Inquire more about a customized financial solution proposal call your Telesales Representative Order Tracking and Status All orders are entered within 24 hours of receipt and are scheduled to ship on a first in first out basis Orders are shipped within seven days of receipt provided all items are in stock and all necessary information has been properly Included an your purchase order. (Remember that ship complete orders can be delayed if a particular item is not currently in stock) To inquire about the status of your order, you can either log on to ht(E./twe€come.hp.com[country/us/engisolutions/pub sector.htmlor call your corresponding Customer Service Representative. Returned Merchandise A return material authorization number (RMA) is required for all returns to be processed Returns may be requested within 313 days of shipment. Please call your Public Sector Customer Service Representative In order to have an RMA assigned. Please have a copy of the packing slip available when you call Customer Relationship and Sales For Public Sector Sa les Fax: 800 -825 -2329 Education: 800.888 -3224 Higher Ed: 877 -480 -4433 STL: BBB- 202 -4682 Returns: 800- 888 -3224 x1060 M , PRICE QUOTATION Quote Number: 883732 -2 March 30, 2006 Provided by: Lenny Cruz Page t of 2 Michele Mccune TEXAS DIR Contract: TX - STATE OF TEXAS DIR -PC (DIR- VPC -03 -005) Product availability and product discontinuation Is subject to change without notice. The prices In this quotation are valid for 30 days from quote date above. Please Include the quote number and contract from this quote on the corresponding purchase order. HP CONFIDENTIAL AND PROPIETARY INFORMATION. DO NOT SHARE. Item Part No. Description QW. Unit Price Extended Group: 1 PM213AV - HP Compaq dc5100 Microtower 65 $71700 $46,60500 PM213AV Product - HP Compaq dc5100 Microtower- PM908AV#AB Operating system - Microsoft® Windows® XP A Professional - PM890AV Thermal kit - Thermal Kit - MT- PM904AV#AB Country kit - Country Kit dc5100- A AG127AV Processor - Inter Pentium® 4 640 w /HT (3.2GHz, 2MB, 800MHz) PM848AV Memory - 512MB PC2 -3200 DDR2400 - Videolgraphics - Integrated Intel® Media Accelerator 900 PR552AV Removable storage - 1 44MB Floppy Drive MT PM804AV Hard drives - 80GB Serial ATA 720ORPM HD 1 st PM822AV Optical drive - 48X/32X Combo Drive - Network card - Integrated Broadcom NIC PM815AV Mouse - HP USB optical mouse (carbonitelsilver)- PM856AV #AB Keyboard - HP standard keyboard USB- A PM911AV Restore CD - dc5100 Restore CD- Warranty - Warranty - 3 years - parts, labor, onsite - next business day 2 PV560AA 51 2M PC2 -4200 DDR2 -533 DIMM 65 $133,00 $8,645.00 3. See Comments Below 65 $249.00 $16,185.00 PX849A6 #ABA HP Promo L1706 LCD Monitor US SUB TOTAL: $71,435.00 TOTAL PRICE: $71,435.00 GET MORE FOR YOUR MONEY Make the most of your budget and protect against technology obsolescence. Lease these HP products with a purchase price of $71,435.00 for 36 months for as little as $2,218.06 per month. At the end of the lease, send tF equipment back to HP Financial Services and upgrade to new technology or purchase the equipment at its fair market value * Note: For detailed warranty information, please link to "URL" for more information www. hp.comigoispecifiewarrantyinfo Sales taxes added where applicable. Freight is FOB Destination. .. ." PRICE QUOTATION Quote Number: 883732 -2 March 30, 2006 Provided by Lenny Cruz Page 2 of 2 Michele Mccune TEXAS DIR Contract: TX - STATE OF TEXAS DIR -PC (DIR- VPC -03 -006) Product availability and product discontinuation is subject to change without notice. The prices In this quotation are valid for 30 days from quote date above. Please Include the quote number and contract from this quote on the corresponding purchase order. HP CONFIDENTIAL AND PROPIETARY INFORMATION, DO NOT SHARE, Item Part N o . Description Qtv Unit Price Extended GET MORE WITH HP FINANCIAL SERVICES For more information, call Hewlett- Packard Financial Services Company at 1- 888 - 277 -5942 and talk to a financial services representative who specializes in supporting government and education entities. * The monthly payment amount is for a lease commencing on or before 4/29/2006 with a term of 36 months and a fair market value purchase option at the end of the lease term. This and other leasing and financing options are available through Hewlett- Packard Financial Service Company (HPFSC) or one of its affiliates to qualified education and state and local customers in the U.S, and subject to credit approval and execution of standard HPFSC documentation. Fees and other restrictions may apply. This is not a commitment to lease. Rates and payments are subject to change at any time without notice. Leasing and financing options for Federal governmental agencies (subject to a $50,000 minimum) are available from Hewlett - Packard Company. Comments: Note: For detailed warranty information, please link to "URL" for more information www. hp .comisto /specificwarrantvinfo Sales taxes added where applicable. Freight is FOB Destination.