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Home My WebLink AboutAgenda Report - March 3, 1993 (77)OR CITY OF LOD! COUNCIL COMMUNICATION AGENDA TITLE: Participation in Sacramento County Contract for Purchase of Computer Supplies MEETING DATE: March 3, 1993 PREPARED BY: Finance Director RECOMMENDED ACTION: That the City Council adopt the attached resolution authorizing the City of Lodi to purchase computer supplies under the terms of the contract between the County of Sacramento and its computer supplies con- tractor, Kalleen's Computer Products of San Rafael. BACKGROUND INFORMATION: The supply contract between Sacramento County and Kalleen's Computer Products is the result of com- petitive bidding conducted by the County in June, 1992. The initial contract period is scheduled to ex- pire on July 19, 1993, but may be extended for two additional twelve-month periods at the County's option. The contract provides discount pricing on frequently used supplies such as pri,`.er ribbons, inkjet and laserjet cartridges, tape backup cartridges, and diskettes. It also provides discount pricing on component hardware such as surge suppressors, cables and connectors, and anti -glare screens, as well as computer furniture. Under Lodi City Code Section 3.20.040 the City Council may authorize participa- tion in other agency purchase contracts, provided the contract was bid in accordance with the purchasing procedures established by Code Chapter 3.20. While participation in this contract will not result in significant additional savings to the City of Lodi (since the City currently obtains near -contract pricing from Kalleen's on individual bids), participation is expected to result in the saving of administrative time otherwise required to bid all routine computer supplies purchases over $100 (Lodi City Code Sections 3.20.070 and 3.2.0.110). FUNDING: None required. Mon Flynn, Rna5EFITirector Prepared by Joel Harris, Purchasing Officer i APPROVED. i' 't�' ,�� THOMAS A. PETERSON r,cy� ed Paw City Manager CC -1 NOTICE OF COK 'ACT AWARD COUNTY OF SACRAMENTO PURCHASING DIVISION, DEPARTMENT OF GENERAL SERVICES =4 RAMOS CIRCLE • SACgAMEN10. G 954V - tf10) 3064=1 ou are hereby notified that the commodities and/or services listed have been arded to you subject to the terms and conditions of the bid or quote number own and to the General Conditions of this Notic►ey of Contract Award: V I— 4464A KALLEEN'S COMPUTER PRODUCTS D 1925 FRANCISCO BLVD. O SAN RAFAEL CA 94912 R ITEM l: , ate JULY 10, 1992 Contract Number 7440-0201 Commodity Class COMPUTER SUPPLIES Period of Contract #40A TO OC �1 07/20/92 07/19/93 THIS IS TO ESTABLISH A CONTRACT TO MEET THE COUNTY OF SACRAMENTO'S REQUIREMENTS FOR COMPUTER SUPPLIES. THE INITIAL PERIOD OF CONTRACT SHALL BE JULY 20, 1992 THROUGH JULY 19, 1993. IN ORDER TO TAKE ADVANTAGE OF POTENTIAL ECONOMIES RESULTING FROM PRICE STABILIZATION AND REDUCED ADMINISTRATIVE COSTS, THE COUNTY RESERVES THE RIGHT TO EXTEND THIS CONTRACT TWO ADDITIONAL TWELVE MONTH PERIODS. SUCH EXTENSION WILL BE AT THE COUNTY'S OPTION UNDER THE SAME PRICES, TERMS, AND CONDITIONS, AND WILL BE SUBJECT TO AGREEMENT BETWEEN THE VENDOR AND THE COUNTY. PRICES PRICES SHALL BE FIRM FOR THE CONTRACT PERIOD, AND SHALL INCLUDE DELIVERY AND PICKUP TO ALL COUNTY OF SACRAMENTO OFFICE LOCATIONS. THE ONLY EXCEPTION IS THAT FREIGHT SHALL BE ALLOWED FOR FURNITURE AND PLOrrER PAPER. Pu;=ng Dhielon (916) 366-4528 ... /` n n„ms os 364U NET 30 LINDA Z. SIEGEL c�(/111� �s.l� ( 1<.0,a, roINT By: DESTINATION Distribution: �-C i' D1u�rlr 3 DAYS A.R.O. ALL COUNTY DEPARTMENTS ou+:_1C)TZD 'D aaiouon No. f� BID No. 3100 1 `� VENDOR'S 41►REUNTATIVE C x, TO gran KATIE GALLAGHER 800-262-1010 CC..�i0 GAYER FAX LINE 800-392-1010 � 131.7:CiJ'T I„" Com'/ TO., 11adm no. Ivo 00164A/c ttb 4&7710 --P�Qj /I//b/'%'C!) -- (r-1 DELIVERY iELIVERY SHALL TAKE PLAC' WITHIN 72 HOURS AFTER ORDER HAS BEEN PLACED BY TIME COUNTY DEPARTMENT. PERFORMANCE THE CONTINUATION OF ANY CONTRACT ISSUED BY THE COUNTY DEPENDS UPON THE VENDOR'S ABILITY TO PROVIDE SATISFACTORY MERCHANDISE AND SERVICE AS DETERMINED BY THE COUNTY. TERMINATION THE COUNTY RESERVES THE RIGHT TO CANCEL ANY CONTRACT ISSUED UPON A THIRTY (30) DAY WRITTEN NOTICE. ASSIGNMENT PROHIBITED NO PARTY TO THIS AGREEMENT MAY ASSIGN ANY RIGHT OR OBLIGATION PURSUANT TO THIS AGREEMENT. ANY ATTEMPTED OR PURPORTED ASSIGNMENT OF ANY RIGHT OR OBLIGATION PURSUANT TO THIS AGREEMENT SHALL BE VOID AND OF NO EFFECT. REPORTS VENDOR WELL BE REQUIRED TO PROVIDE THE COUNTY PURCHASING DIVISION A MONTHLY SUMMARY OF ORDERS, BROKEN DOWN BY ITEM. EVERY SIX MONTHS THE VENDOR WILL PROVIDE A REPORT OF THE ITEMS ORDERED DURING THE PAST SIX MONTHS, BROKEN DOWN BY DEPARTMENT. MSDS IT IS REQUIRED BY LAW THAT ALL HAZARDOUS MATERIALS BE ACCOMPANIED WITH A "MATERIAL SAFETY DATA SHEET" (MSLS) AT THE TIME OF DELIVERY. THE MATERIAL SAFETY DATA SHEETS MUST BE DELIVERED AT LEAST ONCE PER DELIVERY LOCATION, AND PER TYPE OF PRODUCT DELIVERED. SUBSEQUENT CONTRACT ACTIVITY AT THE SAME LOCATION DOES NOT REQUIRE ADDITIONAL MSDS. CATALOG THE: VENDOR MUST PUBLISH A CATALOG LISTING THE PRODUCTS OFFERED AND A LISTED PRICE, FROM WHICH THE COUNTY DEPARTMENTS CAN DETERMINE THEIR "DISCOUNTED" PRICE. EACH DMSION WITHIN ALL COUNTY DEPARTMENTS SHALL RECEIVE A COPY OF THIS CATALOG. THE ITEMS LISTED ON PAGE 9 OF THIS CONTRACT ARE SPECIFICALLY EXCLUDED FROM THIS CONTRACT, AND MAY NOT BE ORDERED REGARDLESS OF WHETHER THEY APPEAR IN THE VENDOR'S CATALOG OR VENDOR CAN SUPPLY THEM. County of Sacrmnento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page -L of 9 pages VENDOR CONTACT ENDOR SHALL PROVIDE A TOL REE PHONE NUMBER; FOR ORDERING, QUESTIONS, AND PROBLEM RESOLUTION. IF VENDOR IS UNAVAILABLE TO IMMEDIATELY RESPOND TO THE CALLER, HE SHALL RETURN THE CALL WITHIN 4 HOURS. VENDOR REPRESENTATIVES VENDOR HAS ASSIGNED A DESIGNATED SALES TEAM TO ADMINISTER THIS CONTRACT AND ACCOUNT. THE REPRESENTATIVES ARE KATIE GALLAGHER AND CHRIS PUEHSE. THEY ARE AVAILABLE TO VISIT AND CONSULT WITH COUNTY DEPARTMENTS ON AN AS -REQUESTED BASIS TO ASSIST IN PROVIDING SOLUTIONS TO COMPUTER SUPPLIES NEEDS. OTHER LOCAL AGENCIES ALL THE TERMLS, CONDITIONS, AND PRICE AGREEMENTS WHICH COMPRISE THE COUNTY'S REQUEST FOR BID 0331009 THE VENDOR'S BID RESPONSE, AND TRIS CONTRACT SHALL BE EXTENDED TO ALL LOCAL GOVERNMENT AGENCIES AND ORGANIZATIONS. MODIFICATIONS COUNTY MAY ORDER CHANGES IN THE PRODUCTS OR SERVICES HEREIN REQUIRED AND MAY ORDER EXTRA PRODUCTS AND EXTRA SERVICES IN CONNECTION WITH THE PERFORMANCE OF THE CONTRACT AND THE VENDOR MAY COMPLY WITH SUCH ORDERS, EXCEPT THAT: A) IF CHANGES IN REQUIREMENTS, REPORTS OR SERVICES ARE OF SUCH A NATURE AS TO INCREASE OR DECREASE THE COST OF ANY PART OF THE WORK, THE PRICE FIXED IN THE CONTRACT WILL BE INCREASED OR DECREASED BY SUCH AMOUNT AS THE VENDOR AND THE COUNTY PURCHASING AGENT MAY AGREE UPON AS THE REASONABLE AND PROPER ALLOWANCE FOR THE INCREASE OR DECREASE IN THE COST OF WORK, AND HAS BEEN AGREED UPON IN WRITING. B) NO ORAL STATEMENT OF ANY PERSON WHOMSOEVER SHALL IN ANY MANNER OR DEGREE MODIFY OR OTHERWISE AFFECT THE TERMS OF THIS CONTRACT. PRICING PRICES FOR CONTRACT ITEMS ARE TO BE FIRM FOR THE FIRST YEAR OF THE CONTRACT. IN THE EVENT THAT THE CONTRACT IS EXTENDED BEYOND ONE YEAR, THE PRICES MAY BE ADJUSTED ACCORDING TO CHANGES IN THE MANUFACTURER'S PRICES. CHANGES MUST BE SUBSTANTIATED BY DATED PUBLISHED NOTICE, AND WILL BE County of Sacramento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page _L of -2- pages r- .FFECITVE ON 30 CALENDAR AYS AFTER RECEIPT OF NOTICE OR PUBLISHED EFFECTIVE DATE, WHICHEVER IS LATER. THE MINIMUM DISCOUNT STRUCTURE SHALL NOT BE CHANGED. SHELF LIFE PRODUCTS HAVING AN EXPIRATION DATE SHALL BE DELIVERED WITH MAXIMUM UNEXPIRED TIME REMAINING. UNLESS OTHERWISE QUALIFIED, VENDOR AGREES TO EXCHANGE OUTDATED UNOPENED PACKAGES WITH UN- EXPIRED MATERIAL WITHOUT COST TO THE COUNTY. ALL EXPIRATION DATES MUST BE LISTED ON THE OUTSIDE OF THE PACKAGE. BANKRUPTCY ORDER OF PRODUCT UPON FILING FOR ANY BANKRUPTCY OR INSOLVENCY PROCEEDING BY OR AGAINST THE VENDOR, WHETHER VOLUNTARY OR INVOLUNTARY, OR UPON THE APPOINTMENT OF A RECEIVER, TRUSTEE, OR ASSIGNEE FOR THE BENEFIT OF CREDITORS, THE VENDOR MUST NOTIFY THE COUNTY'S PURCHASING DIVISION IMMEDIATELY. UPON LEARNING OF THE ACTIONS HEREIN IDENTIFIED, THE PURCHASING DMSION RESERVES THE RIGHT AT ITS SOLE DISCRETION TO EITHER CANCEL THE CONTRACT OR AFFIRM THE CONTRACT AND TO = HOLD THE VENDOR RESPONSIBLE FOR DAMAGES. EACH INDIVIDUAL ORDER PROCURED BY THE COUNTY SHALL NOT EXCEED A PURCHASE VALUE IN EXCESS OF $2,000.00, AND EACH LINE ITEM SHALL NOT EXCEED $1,000.00, WITHOUT PRIOR APPROVAL OF THE PURCHASING DIVISION, DEPARTMENT OF GENERAL SERVICES. VENDOR SHALL NOT ACCEPT ORDERS FOR ITEMS WHICH ARE NOT COVERED BY THIS CONTRACT. VENDOR MUST BE ABLE TO IDENTIFY THOSE ITEMS' 'WHICH ARE NOT COVERED BY THIS CONTRACT, AS THE COUNTY WILL.NOT PAY FOR NON -CONTRACTED ITEMS DELIVERED TO THE COUNTY. DEPARTMENTS SHALL PROVIDE A CONTRACT RELEASE FORM (CONTRACT SHIPPING ORDER) STATING THE VENDOR'S PART NUMBER AND A CLEAR DESCRIPTION OF THE ITEM BEING ORDERED. THE VENDOR SHALL NOT ACCEPT ORDERS THAT DO NOT HAVE A CONTRACT RELEASE FORM WITH AN AUTHORIZED SIGNATURE. County of Sacmneento, Purchasing Division July 9. 1492 Notice of Contract Award No. 7440-0201 Page 4 of —9— pages )EPARTMENTS MAY FAX OR Nom!, THE ORIGINAL COPY OF fHE CONTRACT RELEASE FORM i O THE VENDOR. VENDOR WILL NOT ACCEPT VERBAL ORDERS. DELIVERY OF PRODUCT IF THE PRODUCT DELIVERED IS DEFECTIVE, BROKEN, OR NOT THE PRODUCT ORDERED, THE VENDOR SHALL REPLACE THE PRODUCT WITHIN TWO DAYS OF NOTIFICATION BY THE RECEIVING DEPARTMENT, AT NO ADDITIONAL COST.TO THE COUNTY. VENDOR SHALL ALSO BE RESPONSIBLE FOR ALL SHIPPING COSTS FOR THE RETURNED PRODUCTS. PRODUCTS WHICH THE COUNTY ORDERED IN ERROR SHALL BE RETURNABLE FOR FULL CREDIT WITHIN THE FIRST THIRTY (30) DAYS OF PURCHASE. ALL RETURNED PRODUCTS MUST BE IN UNDAMAGED CONDITION AND IN THE ORIGINAL PACKAGING. ALL DELIVE EES MUST INCLUDE A PACKING SLIP WHICH REFERENCES THE COUNTY'S CONTRACT RELEASE FORM' NNUMBER, AND LISTS THE PRODUCTS ORDERED AND THE PRODUCTS DELIVERED IN THAT SHIPMENT. INVOICING OF PRODUCT INVOICES ARE TO BE SENT, IN DUPLICATE, TO THE AUDITOR/CONTROLLER'S OFFICE. 700 H STREET, ROOM 4650. SACRAMTIVTO, CA 95814. INVOICES MUST REFERENCE THE CONTRACT RELEASE FORM NUMBER AND THE ORDERING DEPARTMENT NAME. THE VENDOR AGREES THAT THE SUPPLIES FURNISHED UNDER THIS CONTRACT SHALL BE COVERED BY THE MOST FAVORABLE COMMERCIAL WARRANTIES THE CONTRACTOR GIVES TO ANY CUSTOMER FOR SUCH SUPPLIES AND THAT THE RIGHTS AND REMEDIES PROVIDED HEREIN ARE IN ADDITION TO AND DO NOT LIMIT ANY RIGHTS AFFORDED TO THE COUNTY BY ANY OTHER CLAUSE OF THIS CONTRACT. County of Sacramento, Purchasing Division July 9, 1992 Notice of Coaract Award No. 7440-0201 Page 5 of -2- pages BRAND/ MODEL. FIXED PRICE LISTING PRODUCT DESCRIPTION UNIT PRICE MOUSEPADS $ 6.94 DON WE -1 WRIST PAD 12.95 MCA 460 ADJUSTABLE FOOTREST 29.94 3M TAPE 2400' BLACKWATCH 10.86 3M DC6250 DATA CARTRIDGE 24.52 HP 51604A INKJET CARTRIDGE 8.36 HP 51608A INKJET CARTRIDGE 15.36 HP 92295A LASERJET CARTRIDGE 72.49 6' PARALLEL PRINTER 5.95 CABLE 10' PARALLEL PRINTER 6.95 CABLE PANAMAX 4 SURGE SUPPRESSOR 36.94 PANAMAX 6 SURGE SUPPRESSOR 40.75 FUSOR OIL FOR IBM 3820 53.95 LASER PRINTER FLIP 'N' FILE 4.95 3-1/2" DISKETTE STORAGE NON-LOCKING County of Sacramento, Purchasing Division July 9, 1992 Notice of Contmu Award No. 7440-0201 Page -L of 9 pages .ATEGORY DISCOUNTS THE A00MUM DISCOUNT OFFERED FOR THE PRODUCT CATEGORIES LISTED ABOVE IS 25% OFF CURRENT CATALOG PRICE. THE VENDOR WILL BE REQUIRED TO MAINTAIN THIS DISCOUNT FOR THE FULL TERM OF THE CONTRACT. THE ACTUAL PRICE CHARGED TO THE COUNTY CAN BE REDUCED FURTHER, TO ACCOUNT FOR PRODUCT SPECIALS, VOLUME DISCOUNTS, MANUFACTURER REBATES, ETC, BUT WELL NOT BE ABOVE THE NET COST OF LIST PRICE MULTIPLIED BY THE NEMfUM DISCOUNT. 1. ANTI -GLARE SCREEN FILTERS 6. 12ISKE M OCLI 4076 KALLEEN'S 49% ACCO 30% 3M 49% FELLOWS 30% BASF 4S% POLAROID 30% VERBATIM 45% KALLEEN'S 40% SONY 4S% MAXELL 45% 2. CABLES AND CONNECTORS MEMOREX 4S% POLAROID 36% BELKIN 40% IBM 32% ESI 28% KOA 40% KALLEEN'S 45 % 7. DUST COVERS 3. CARRYING CASES BASIC NEEDS 30% COMPLI TER COVERUP 32% COMPUTER CVRUP 29% TARGUS 32% AST 30% 8. CQBIE= FURNITURE 4. CLEANING PRODUCTS HON 29% TIFFANY 32% PERFECT DATA 32% BRETFORD 27% READ RIGHT 27% BUSH 27% FELLOWS 31% 5. DISK PACKS/DATA CARTRIDGES GROLEN 29 % LIT -NTNG 37 % 3M 38% MCA 28% SONY 38% MAXELL 40% 9. SUPPLIES VERBATIM 40% BASF 38% XEROX 23 % HEWLETT-PACKARD 30% HEWLETT-PACKARD 31 R BERNOUL.I 30% CANNON 25 % DICONDC 30 % County of Sacramento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page L of 9 Pages County of Sacramento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page -. of - pages CA ;GORY DISCOUNTS (con. ~ ) l 10. LASER PRINTER SUPPLIM 14. RIBBONS (OEM & COMPATIBLEI HEWLETT PACKARD 31% IBM 28% IBM 31% DATAPRODUCTS 30% QMS 28% HEWLETT PACKARD 30% RICOH 3S R EPSON 22% PANASONIC 30% 11. PLOTTER SUPPLIES TOSHIBA 30% PRIN*TRONICS 30% HEWLETT PACKARD 30% BROTHER, 30% TEKTRONICS 22% MANNESMAN TULLY 23% CAL COMP 22% OKIDATA 31 % OLIVETTI 30% 12. PREMANDS, PRUM FADS, QUMH :0 !� PRUT WHEELS WANG 22% STAR MICRONICS 28% IBM 30% DIABLO 32% DATAPRODUCTS 30% FUJITSU 34% DIABLO 29% GENICOM 33% DICONDC 23% GENERAL RIBBON 35% CANNON 23% NER/FRYB 38% QUMB 30% KAL.EEN ,s 38 % WANG 22% 13. SOUND COVERS 15. ALL OTHER CATALOG rrEmls 25 % RING RING 40% CAB TEK 38 % VIKING 3S % County of Sacramento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page -. of - pages THE FOLL VING PRODUCT CATEG( IES ARE NOT INCLUDED IN THIS CONTRACT: AUDIO/VIDEO CASSETTES BATTERIES CALCULATORS COMPUTERS - DESKTOP/LAPTOP DRIVES, MEMORY, BOARDS GRAPMC TABLETS/DIGITIZERS MONITORS AND TERMINALS NETWORKING EQUIPMENT PLOTTERS SCANNERS SOFTWARE BUFFERS LABELS SHEET/ENVELOPE FEEDERS PRINTERS AND FONTS NUCE/JOYSTICKS FURNITURE ABOVE $500.00 OFFICE SUPPLIES (PENS, PAPER, FOLDERS, TAPE) COPIER SUPPLIES KEYBOARDS FAX MACEaNE.S DATA DISPLAY mm County of Sununento, Purchasing Division July 9, 1992 Notice of Contract Award No. 7440-0201 Page -L of -L pages RESOLUTION NO. 93-32 vaaaasaaassaa:ssasaaaasa A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING PARTICIPATION IN SAN JOAQUIN COUNTY _ CONTRACT FOR THE PURCHASE OF COMPUTER SUPPLIES sas:sasszassasassassss:s:szseas:sssasssssssasssasssssssesssssasssasssas WHEREAS, pursuant to Lodi Municipal Code Section 3.20.040, the Purchasing Officer, with the approval of the City Council, may authorize in writing any agency to purchase or contract for specified supplies, services and equipment independently of the Purchasing Department so long as such purchases are made in conformity with established purchasing procedures as set forth in the Lodi Municipal Code, and periodic reports are required of and provided by the agency on said purchases made under such written authorization; NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby authorizes the City of Lodi to purchase computer supplies under the terms of the contract between the County of Sacramento and its computer supplies contractor, Kalleen's Computer Products of San Rafael. Dated: March 3, 1993 s:s:aaasasssssass:sssssssasaasssssa:aasssassassasssss:ss:assssssasssasa I hereby certify that Resolution No. 93-32 was passed and adopted by the Lodi City Council in a regular meeting held March 3, 1993 by the following vote: Ayes: Council Members - Davenport, Mann, Sieglock, Snider and Pennino Noes: Council Members - None Absent: Council Members - None SJ nnif Lt*!. Perrin City Clerk 93-32 RES9332/TXTA.02J