247
7.7 All insurance certificates and applicable endorsements are subject to review and approval by the City's Risk Management Division.
7.8 Types and Amounts of Insurance. Contractor must obtain and retain throughout the term of the Agreement, at a minimum, the following:
7.8.1 Worker's compensation insurance in accordance with the provisions of Arizona law. If Contractor operates with no employees, Contractor must provide the City with written proof Contractor has no employees. If employees are hired during the course of this Agreement, Contractor must procure worker's compensations in accordance with Arizona law.
7.8.2 The Contractor shall maintain at all times during the term of this contract, a minimum amount of $1 million per occurrence/$2 million aggregate Commercial General Liability insurance, including Contractual Liability. For Commercial General Liability insurance, the City of Mesa, their agents, officials, volunteers, officers, elected officials or employees shall be named as additional insured, as evidenced by providing an additional insured endorsement.
7.8.3 Automobile liability, bodily injury and property damage with a limit of $1 million per occurrence including owned, hired and non-owned autos.
8. Requirements Contract. Contractor acknowledges and agrees the Agreement is a requirements contract; the Agreement does not guarantee any purchases will be made (minimum or maximum).
Orders will only be placed when the City identifies a need and issues a purchase order or a written notice to proceed. The City reserves the right to cancel purchase orders or a notice to proceed within a reasonable period of time of issuance; any such cancellation will be in writing. Should a purchase order or notice to proceed be canceled, the City agrees to reimburse Contractor for any actual and documented costs incurred by Contractor. If the City cancels a purchase order following shipment of the Products but prior to delivery, the City shall pay all freight and handling charges for shipment and return shipment of such Products to Contractor. All returns shall be made in accordance with Contractor's Return Policy found at www.shi.com/returnpolicy and this Agreement, with the terms of this Agreement controlling. The City will not reimburse Contractor for any avoidable costs incurred after receipt of cancellation including, but not limited to, lost profits, shipment of Product, or performance of Services. The City reserves the right to purchase contracted items through other sources if determined in the best interests of the City to do so.
9. Notices. All notices to be given pursuant to the Agreement will be delivered to the Contractor at the address listed on Page 1 of this Agreement. Notice will be delivered pursuant to the requirements set forth the Mesa Standard Terms and Conditions that are attached to the Agreement as Exhibit C.
10. WARRANTY. Contractor warrants that the Services and Products will conform to the requirements of the Agreement. Additionally, Contractor warrants that all Services will be performed in a good, workman-like and professional manner. The City's acceptance of Services or Products provided by Contractor will not relieve Contractor from its obligations under this warranty. If any Products or Services are of a substandard or unsatisfactory manner as determined by the City, Contractor, at no additional charge to the City, will provide Products or redo such Services until in accordance with this Agreement and to the City's reasonable satisfaction.
11. OEM PRODUCT WARRANTY. Contractor is a value-added reseller ("VAR") of Products, not the Original Equipment Manufacturer ("OEM") or licensor, and, except as provided herein, Contractor disclaims any warranty responsibility regarding warranties provided by the OEM for the Products provided under this Agreement ("OEM Product Warranty"). Contractor shall forward the OEM Product Warranties to the City which are provided to Contractor from the OEM of the Product and, to the extent granted by the OEM, the City shall be the beneficiary of the OEM's Product Warranties
248
12. with respect to the Product. Contractor is not a party to any such terms of the OEM Product Warranty between the City and OEM and the City agrees to look to the OEM for satisfaction of any and all OEM Product Warranty claims related to that OEM's Product.
EXCEPT AS OTHERWISE PROVIDED IN THIS AGREEMENT, CONTRACTOR HEREBY
DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT
NOT LIMITED TO, ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE, WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES OR PRODUCTS. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY OEM PRODUCT WARRANTY.
Representations of Contractor . To the best of Contractor's knowledge, Contractor agrees that:
a. Contractor has no obligations, legal or otherwise, inconsistent with the terms of the Agreement or with Contractor's undertaking of the relationship with the City; b. Performance of the Services called for by the Agreement do not and will not violate any applicable law, rule, regulation, or any proprietary or other right of any third party; c. Contractor will not use in the performance of Contractor's responsibilities under the Agreement any proprietary information or trade secret of a former employer of its employees (other than City, if applicable); and
d. Contractor has not entered into and will not enter into any agreement, whether oral or written, in conflict with the Agreement.
13. Mesa Standard Terms and Conditions . Exhibit C to the Agreement is the Mesa Standard Terms and Conditions as modified by the Parties, which are incorporated by reference into the Agreement as though fully set forth herein. In the event of any inconsistency between the terms of the Agreement and the Mesa Standard Terms and Conditions, the language of the Agreement will control. The Parties or a Party .are referred to as a "party" or "parties" in the Mesa Standard Terms and Conditions. The Term is referred to as the "term" in the Mesa Standard Terms and Conditions.
14. Counterparts and Facsimile or Electronic Signatures . This Agreement may be executed in two (2) or more counterparts, each of which will be deemed an original and all of which, taken together, will constitute one agreement. A facsimile or other electronically delivered signature to the Agreement will be deemed an original and binding upon the Party against whom enforcement is sought.
15. Incorporation of Recitals and Exhibits. All Recitals and Exhibits to the Agreement are hereby incorporated by reference into the Agreement as if written out and included herein. In the event of any inconsistency between the terms of the body of the Agreement and the Exhibits, the language of the Agreement will control.
Exhibits to this Agreement are the following:
(A) Scope of Work/ Technical Specifications
(B) Pricing
(C) Mesa Standard Terms and Conditions
16. Attorneys' Fees. The prevailing Party in any litigation arising out of the Agreement will be entitled to the recovery of its reasonable attorney's fees, court costs, and other litigation related costs and fees from the other Party.
17. Title, Risk of Loss, Returns. Contractor shall transfer to the City good and merchantable title to the Product, free from all liens, encumbrances and claims of others, upon delivery of the Product to and its receipt by the City, at which time title and risk of loss shall vest fully in the City, unless
249
notice of rejection is provided to Contractor's authorized representative within three (3) business days after such delivery. All returns of Product shall be made in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy . with the terms of the Agreement controlling.
18. Additional Acts. The Parties agree to execute promptly such other documents and to perform such other acts as may be reasonably necessary to carry out the purpose and intent of the Agreement.
19. Headings. The headings of the Agreement are for reference only and will not limit or define the meaning of any provision of the Agreement.
By executing below, each Party acknowledges that it understands, approves, and accepts all of the terms of the Agreement and the attached exhibits.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written.
SHI INTERNATIONAL CORP.
By: --'-~~-------
Cassie Skelton
Printed Name Printed Name
~ 1 ~S SeaJlc.£5 D, ~ Contracts Manager
----=---------------Title Tit I e
2-27-/8) 2/27/18
Date Date
REVIEWE~
By: tl..lJ 4...-V
!
250
EXHIBIT A
SCOPE OF WORK
1. MINIMUM REQUIREMENTS. Contractor must meet the following minimum qualifications:
a. A full range of information technology solution Products and Services to meet varying requirements of governmental agencies.
b. Have a strong national presence as a computer solutions provider. c. Have a distribution model capable of delivering Products, free of charge, in a timely manner on a nationwide basis.
d. Have a demonstrated sales presence.
e. Ability to provide a toll-free telephone and state of the art electronic facsimile and internet ordering and billing capabilities.
f. Be able to meet the minimum requirements of the cooperative purchasing program detailed herein.
2. ORDERING. Although the City is open to alternate ordering methods, the primary methods for customers placing orders with the Contractor is through the following:
a. Online
b. Telephone
c. Fax
d. Email
3. SCOPE OF PRODUCTS. Contractor will provide the ability to purchase a comprehensive, wide variety of Information Technology Solution Products including but not limited to the following categories:
a. Personal Computer Systems: National brand name desktop PCs, notebooks and laptops from Enterprise Tier and Middle Tier Contractors that are business related computers, manufactured by companies, such as, Apple, COMPAQ, Dell, Gateway, Hewlett Packard, IBM / Lenovo and Toshiba.
b. Standard Business Workstation: These will be used for typical tasks, which will include word processing, spreadsheet analysis, database management, business graphics, statistical analysis, internet, and other office automation activities. Product will include the operating system license, software media and documentation in the hardware shipment. c. High End Workstation: These will be used by application developers using GIS, CASE or other high-level language development tools, Computer Aided Design and Drafting professional, Internet Application developers or other sophisticated application work.
Product will include the operating system license, software media and documentation in the hardware shipment.
d. Laptop Computer or Notebook: These will be used by traveling or remote access users for typical office automation and business productivity use. With a port replicator or docking station, it may also be used as a standard desktop. Product will include the operating system license, software media and documentation in the hardware shipment. e. Network Equipment: This includes equipment primarily used for communications over an IP network. This includes layer 2 and layer 3 switches, routers, area wireless access points, point-to-point wireless access, optics, media interfaces (i.e. serial, T1 , T3, OC3) and fiber channel. Class of equipment should include home office, small and medium business, and enterprise. Contractors may include, but not limited to, Cisco Systems, Dell,
251
4. 5.
Juniper Networks, HP, Extreme Networks, Enterasys Networks, D-Link, Netgear, and Brocade Communications Systems.
f. Monitors: These will include plug and play compatible monitors that are manufactured for the above systems and/or any other brand that may be specifically called for by the ordering entity and which meet the most current UL and OSHA requirements. g. Computer and Network Products and Peripherals: Complete availability of major manufacturers Product lines on items such as, but not limited to RAM, graphic accelerator cards, network interface cards, cables, printers, scanners, keyboards, drives, memory cards, cables, batteries, etc.
h. Services: Services such as cloud computing, consulting, technical support, leasing/financing, trade-ins, repair, design, analysis, configuration, implementation , installation, training, and maintenance, etc. In addition, Services which are related to the design, use or operation of the Products being purchased such as system configurations, testing, hardware/software installation, upgrades, imaging, etc. i.
j.
Note: All hardware must come fully assembled . For example, if extra memory, additional drives or peripherals are ordered, the Contractor must install them unless the Participating Agency request they not be installed. Contractor shall provide these assembly and installation services as stated in the applicable Order; any additional terms and costs that may apply will be identified in the quote.
In cases of custom configuration (e.g.: imaging, etching, kitting, build to order machines, rack and stack servers) and large roll outs, there may be an additional cost associated with assembly. Any additional costs will be noted at the time of quoting.
Installation/deployment projects typically are governed by a scope of work specific to the project which may require an additional cost. If installation is requested the Contractor will review options and provide the scope of work as well as any associated costs at the time of quoting.
Comprehensive Product Offering: Contractor's complete catalog and Services set forth in Exhibit B shall be available. The City reserves the right to accept or reject any or all items offered.
Financing: Options available such as lease programs and conditional sales contracts.
LICENSES. Participating Agencies may be required to sign a separate agreement, rider or End User Licensing Agreement ("EULA·) as required by manufacturers.
DEFECTIVE PRODUCT. All defective Products shall be replaced and exchanged by the Contractor at no cost to the City in accordance with this Agreement and Contractor's Return Policy found at www.shi.com/returnpolicy, with the terms of this Agreement controlling. Contractor will order a replacement unit within one (1) business day of notice of damage, defect or DOA from the City.
The cost of transportation, unpacking, inspection, re-packing, re-shipping or other like expenses shall be paid by the Contractor . All replacement Products must be received by the City within seven (7) days of initial notification.
252
Item
# Product
1) Group 1- Systems
2) Group 2 - Input Devices
3) Group 3 - Output Devices
EXHIBIT B
PRICING
Product/ Group
1) Desktops
2) Notebooks
3) Tablets
4) Servers
(1 Processor, 2 Processor, 4+
Processor, Blade, Tower, Unix,
Handhelds, etc)
5) Keyboards
6) Mice
7) Imaging Scanners
8} POS Scanners
9} Pointing Devices
10) Bar Code Readers
11) Audio Input
12) Input Adapters
13) PC and Network Cameras
14) Input Cables
15) Input Accessories
16) Displays
17) Printers
Discount Manufacturer Name
4.50% SH l's Full Catalog of
Systems
4.50% SH l's Full Catalog of
Systems
4.50% SH l's Full Catalog of
Systems
4.50% SH l's Full Catalog of
Systems
5.00% SH l's Full Catalog of
Input Devices
5.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.00% SH l's Full Catalog of
Input Devices
4.50% SH l's Full Catalog of
Output Devices
4.50% SH l's Full Catalog of
Output Devices
253
4.50% SH l's Full Catalog of
18) Inkjet Printers Output Devices
4.50% SH l's Full Catalog of
19) Inkjet Photo Printers Output Devices
4.50% SH l's Full Catalog of
20) Laser Printers Output Devices
4.50% SH l's Full Catalog of
21) Label Printers Output Devices
4.50% SH l's Full Catalog of
22) Dot Matrix Printers Output Devices
4.50% SH l's Full Catalog of
23) Multi-Function Printers Output Devices
4.50% SH l's Full Catalog of
24) Wide Format Printers Output Devices
4.50% SH l's Full Catalog of
25) Multi-Function Inkjet Printers Output Devices
4.50% SH l's Full Catalog of
26) Wide Format Printers Output Devices
4.50% SH l's Full Catalog of
27) Fax Machine Printers Output Devices
4.50% SH l's Full Catalog of
28) Printer Accessories Output Devices
4.50% SH l's Full Catalog of
29) Projectors Output Devices
4.50% SH l's Full Catalog of
30) Projector Accessories Output Devices
4.50% SH l's Full Catalog of
31) Audio Input Output Devices
4.50% SH l's Full Catalog of
32) Video Cards Output Devices
4.50% SH l's Full Catalog of
33) Sound Cards Output Devices
4.50% SH l's Full Catalog of
34) Output Accessories Output Devices
4.50% SHl's Full Catalog of
35) Printer Consumables Output Devices
36) Desktop
4.50% SHl's Full Catalog of
Memory
4) Group 4- Memory
37) Flash
4.50% SH l's Full Catalog of
Memory
254
38) Networking
4.50% SH l's Full Catalog of
Memory
39) Notebook
4.50% SH l's Full Catalog of
Memory
40) Printer/ Fax
4.50% SH l's Full Catalog of
Memory
41) Server
4.50% SH l's Full Catalog of
Memory
4.00% SH l's Full Catalog of
42) Adapters Fiber Channel Storage Devices
4.00% SH l's Full Catalog of
43) Adapters FireWire / USB Storage Devices
4.00% SH l's Full Catalog of
44) Adapters IDE/ATA/SATA Storage Devices
4.00% SH l's Full Catalog of
45) Adapters RAID Storage Devices
4.00% SH l's Full Catalog of
46) Adapters SCSI Storage Devices
4.00% SH l's Full Catalog of
47) Bridges & Routers Storage Devices
48) Disk Arrays 4.00% SH l's Full Catalog of
Storage Devices
49) Disk Arrays JBOD 4.00% SH l's Full Catalog of
Storage Devices
5) Group 5 - Storage Devices SO) Drives Magneto-Optical 4.00% SH l's Full Catalog of Storage Devices
51) Drives Removable Disks 4.00% SH l's Full Catalog of Storage Devices
52) Fiber Channel Switches 4.00% SH l's Full Catalog of Storage Devices
53) Hard Disks - External 4.00% SH l's Full Catalog of
Storage Devices
4.00% SH l's Full Catalog of
54) Hard Disks - Fiber Channel Storage Devices
4.00% SHl's Full Catalog of
55) Hard Disks - IDE/ATA/S Storage Devices
4.00% SH l's Full Catalog of
56) Hard Disks - Notebook Storage Devices
4.00% SHl's Full Catalog of
57) Hard Disks - SCSI Storage Devices
255
4.00% SH l's Full Catalog of
58) Networking Accessories Storage Devices
4.00% SH l's Full Catalog of
59) Optical Drives - CD-ROM Storage Devices
4.00% SH l's Full Catalog of
60) Optical Drives - CD-RW Storage Devices
61) Optical Drives - DVD-CD 4.00% SH l's Full Catalog of Storage Devices
62) Optical Drives - DVD-RW 4.00% SH l's Full Catalog of Storage Devices
63) Storage Accessories 4.00% SHl's Full Catalog of
Storage Devices
64) Storage - NAS 4.00% SH l's Full Catalog of
Storage Devices
65) Storage - SAN 4.00% SH l's Full Catalog of
Storage Devices
66) Tape Autoloaders -AIT 4.00% SH l's Full Catalog of
Storage Devices
4.00% SH l's Full Catalog of
67) Tape Autoloaders - DAT Storage Devices
4.00% SH l's Full Catalog of
68) Tape Autoloaders - DLT Storage Devices
4.00% SH l's Full Catalog of
69) Tape Autoloaders - LTO Storage Devices
4.00% SH l's Full Catalog of
70) Tape Drives - 4mm Storage Devices
4.00% SH l's Full Catalog of
71) Tape Drives - 8mm/VXA Storage Devices
4.00% SH l's Full Catalog of
72) Tape Drives - AIT Storage Devices
4.00% SH l's Full Catalog of
73) Tape Drives - DAT Storage Devices
74) Tape Drives - DLT 4.00% SH l's Full Catalog of
Storage Devices
75) Tape Drives- LTO/Ultrium 4.00% SHl's Full Catalog of Storage Devices
76) Tape Drives SOLT 4.00% SH l's Full Catalog of
Storage Devices
77) Tape Drives - Travan 4.00% SH l's Full Catalog of
Storage Devices
256
78) 10/100 Hubs & Switches 5.00% SH l's Full Catalog of Network Equipment
79) Bridges & Routers 5.00% SH l's Full Catalog of
Network Equipment
5.00% SH l's Full Catalog of
80) Gigabit Hubs & Switches Network Equipment
5.00% SH l's Full Catalog of
81) Concentrators & Multiplexers Network Equipment
5.00% SH l's Full Catalog of
82) Hardware Firewalls Network Equipment
5.00% SH l's Full Catalog of
83) Intrusion Detection Network Equipment
5.00% SH l's Full Catalog of
84) KVM Network Equipment
5.00% SH l's Full Catalog of
85) Modems Network Equipment
6) Group 6 - Network 5.00% SH l's Full Catalog of
Equipment 86) Network Test Equipment Network Equipment
5.00% SH l's Full Catalog of
87) Network Adapters Network Equipment
5.00% SHl's Full Catalog of
88) Network Cables Network Equipment
5.00% SH l's Full Catalog of
89) Network Accessories Network Equipment
5.00% SH l's Full Catalog of
90) Repeaters & Transceivers Network Equipment
5.00% SH l's Full Catalog of
91) Wireless LAN Accessories Network Equipment
5.00% SHl's Full Catalog of
92) Token Authentication Network Equipment
5.00% SHl's Full Catalog of
93) l0G Fiber Optic Transceivers Network Equipment
5.00% SH l's Full Catalog of
94) lG Fiber Optic Transceivers Network Equipment
95) Licensing Packages 4.50% SH l's Full Catalog of
(e.g. Microsoft) Software
7) Group 7 - Software
4.50% SH l's Full Catalog of
96) Licensing Backup Software
4.50% SH l's Full Catalog of
97) Licensing Barcode/OC Softwar e
257
4.50% SH l's Full Catalog of
98) Licensing Business Application Software
4.50% SH l's Full Catalog of
99) Licensing CAD/CAM Software
4.50% SH l's Full Catalog of
100) Licensing - Cloning Software
4.50% SH l's Full Catalog of
101) Licensing - Computer Services Software
4.50% SHl's Full Catalog of
102) Licensing - Database Software
4.50% SH l's Full Catalog of
103) Licensing - Development Software
4.50% SH l's Full Catalog of
104) Licensing - Entertainment Software
4.50% SH l's Full Catalog of
105) Licensing - Financial Software
4.50% SH l's Full Catalog of
106) Licensing - Flow Chart Software
4.50% SH l's Full Catalog of
107) Licensing - Graphic Design Software
4.50% SH l's Full Catalog of
108) Licensing - Handheld Software
4.50% SH l's Full Catalog of
109) Licensing - Network OS Software
4.50% SHl's Full Catalog of
110) Licensing - OS Software
111) Licensing - Personal 4.50% SH l's Full Catalog of
Organization Software
4.50% SHl's Full Catalog of
112) Licensing - Presentation Software
4.50% SH l's Full Catalog of
113) Licensing - Reference Software
4.50% SH l's Full Catalog of
114) Licensing - Report Analysis Software
4.50% SH l's Full Catalog of
115) Licensing - Spreadsheet Software
4.50% SH l's Full Catalog of
116) Licensing - Utilities Software
4.50% SH l's Full Catalog of
117) Licensing - Warranties Softw are
258
4.50% SH l's Full Catalog of
118) Licensing - Web Development Software
4.50% SH l's Full Catalog of
' 119) Licensing - Word Processing Software
4.50% SH l's Full Catalog of
120) Software - Backup Software
4.50% SH l's Full Catalog of
121) Software - Barcode / OCR Software
122) Software - Business 4.50% SH l's Full Catalog of
Application Software
4.50% SH l's Full Catalog of
123) Software - CAD/CAM Software
4.50% SH l's Full Catalog of
124) Software - Cloning Software
4.50% SH l's Full Catalog of
125) Software - Computer Services Software
4.50% SH l's Full Catalog of
126) Software - Database Software
4.50% SH l's Full Catalog of
127) Software - Development Software
4.50% SH l's Full Catalog of
128) Software - Entertainment Software
4.50% SH l's Full Catalog of
129) Software - Financial Software
4.50% SH l's Full Catalog of
130) Software - Flow Chart Software
4.50% SH l's Full Catalog of
131) Software - Graphic Design Software
4.50% SH l's Full Catalog of
132) Software - Handheld Software
4.50% SH l's Full Catalog of
133) Software - OS Software
134) Software - Personal 4.50% SH l's Full Catalog of
Organization Software
4.50% SH l's Full Catalog of
135) Software - Presentation Software
4.50% SH l's Full Catalog of
136) Software - Reference Software
4.50% SH l's Full Catalog of
137) Software - Report Analysis Software
259
4.50% SH l's Full Catalog of
138) Software - Spreadsheet Software
4.50% SH l's Full Catalog of
139) Software - Utilities Software
4.50% SH l's Full Catalog of
140) Software - Warranties Software
4.50% SHl's Full Catalog of
141) Software - Web Development Software
4.50% SH l's Full Catalog of
142) Software - Word Processing Software
4.00% SH l's Full Catalog of
143) Media - 4mm tape Media Supplies
4.00% SH l's Full Catalog of
144) Media -AIT tape Media Supplies
4.00% SH l's Full Catalog of
145) Media - DAT tape Media Supplies
4.00% SHl's Full Catalog of
146) Media- DLTtape Media Supplies
147) Media LTO / Ultrium tape 4.00% SH l's Full Catalog of drive Media Supplies
8) Group 8 - Media Supplies
4.00% SHl's Full Catalog of
148) Media - Magneto - Optical Media Supplies
4.00% SH l's Full Catalog of
149) Media - Optical Media Supplies
4.00% SHl's Full Catalog of
150) Media - SLR tape Media Supplies
4.00% SH l's Full Catalog of
151) Media - Travan tape Media Supplies
4.00% SHl's Full Catalog of
152) Media - VXA tape Media Supplies
4.00% SH l's Full Catalog of
153) Media - zip Media Supplies
4.00% SH l's Full Catalog of
Collaboration and IP
154) IP phones Telephony
Group 9 - Collaboration &
4.00% SH l's Full Catalog of
9) IP Telephony
Collaboration and IP
155) Video conferencing products Telephony
4.00% SH l's Full Catalog of
Collaboration and IP
156) Voice gateways / servers Telephony
260
4.00% SH l's Full Catalog of
Co llaboration and IP
15 7) Headsets Te lephony
4.00% SH l's Full Catalog of
Collaboration and IP
15 8) Audio conferencing products Telephony
4.00% SH l's Full Catalog of
Collaboration and IP
lS9) Analog phones Telephony
4.00% SH l's Full Catalog of
Collaboration and IP
160) Accessories Telephony
4.00% SH l's Full Catalog of
161) Advanced Integration Other
4.00% SH l's Full Catalog of
162) Asset Disposal Other
4.00% SH l's Full Catalog of
163) Asset Management Other
4.00% SH l's Full Catalog of
164) Cables Other
4.00% SH l's Full Catalog of
165) Cables - custom Other
4.00% SH l's Full Catalog of
166) Cables - printer Other
4.00% SH l's Full Catalog of
Other 167) Complex warrant ies
4.00% SH l's Full Catalog of 10) Group 10 - Other
168 ) Desktop Accessories Other
4.00% SH l's Full Catalog of
169 ) Display Accessories Othe r
4.00% SH l's Full Catalog of
170 ) Electronic Services Other
4.00% SHl's Full Catalog of
171 ) Handheld Accessories Other
4.00 % SHl's Full Catalog of
ll2) Imaging Accessories Other
4.0 0% SH l's Full Catalog of
173 ) Imaging _ Camcorders Other
4.0 0% SHl's Full Catalog of
174) Imaging _ Digital Cameras Other
261
4.00% SHl's Full Catalog of
17 5) Internal Lab Service Ot her
4.00% SH l's Full Catalog of
17 6) Labfees 0 ther
4.00% SH l's Full Catalog of
177) Managed Services Other
4.00% SH l's Full Catalog of
178) Miscellaneous solutions Other
4.00% SH l's Full Catalog of 179) Mounting hardware for Other vehicles
4.00% SH l's Full Catalog of
180 ) Networking Warranties Other
4.00% SH l's Full Catalog of
181 ) Notebook Accessories Other
4.00% SH l's Full Catalog of
182 ) Notebook Batteries Other
4.00% SH l's Full Catalog of
183 ) PC Lab order services Other
4.00% SH l's Full Catalog of
184 ) POS Accessories Other
4.00% SH l's Full Catalog of
185) POS Displays Other
4.00% SH l's Full Catalog of
186) Power Accessories Other
4.00% SHl's Full Catalog of
187) Power Surge Protection Other
4.00% SH l's Full Catalog of
188) Power UPS Other
4.00% SH l's Full Catalog of
189) Server Accessories Other
4.00% SH l's Full Catalog of
l90) service Charge Other
4.00% SH l's Full Catalog of
191 ) System components Other
4.00% SH l's Full Catalog of
192) Training Courses Other
4.00 % SH l's Full Catalog of
193) Training Reference Manuals Other
4.0 0% SHl's Full Catalog of
194) Warranties - Electronic Other
262
4.00% SH l's Full Catalog of
195) iPAD / Tablet Stylus Other
4.00% SH l's Full Catalog of
196) Mouse / Wrist Pads Other
4.00% SH l's Full Catalog of
197) Security Locks and Hardware Other
4.00% SHl's Full Catalog of
198) Tools Other
199) Document Scanner 4.00% SH l's Full Catalog of
Accessories Other
4.00% SHl's Full Catalog of
200) Flatbed Scanners Other
4.00% SH l's Full Catalog of
201) Mobile Scanners Other
4.00% SH l's Full Catalog of
202) Network Scanners Other
4.00% SH l's Full Catalog of
203) Sheet fed Scanners Other
4.00% SH l's Full Catalog of
204) Wide Format Scanners Other
205) Workgroup / Department 4.00% SH l's Full Catalog of Scanner Other
4.00% SH l's Full Catalog of
206) Build to Order Desktops Other
4.00% SH l's Full Catalog of
207) Nettop Other
4.00% SH l's Full Catalog of
208) Point of Sale Other
4.00% SH l's Full Catalog of
209) Ultra Small Form Factor Other
210) Apple/ Mac Memory 4.00% SH l's Full Catalog of
Upgrades Other
4.00% SHl's Full Catalog of
211) Chips/ SIMMs/SIPPs / ROMs Other
4.00% SH l's Full Catalog of
212) Computer Cases Other
4.00% SH l's Full Catalog of
213) CPUs/ Fans Other
4.00% SH l's Full Catalog of
214) Memory Accessories Other
263
4.00% SH l's Full Catalog of
215) Motherboards/ Chassis Other
4.00% SH l's Full Catalog of
216) 1 - 2 port Serial Boards Other
4.00% SH l's Full Catalog of
217) 3+ port Serial Boards Other
4.00% SH l's Full Catalog of
218) Console Server Other
4.00% SH l's Full Catalog of
219) Device Server Other
4.00% SH l's Full Catalog of
220) Terminal Server Other
4.00% SH l's Full Catalog of
221) Content Management Other
4.00% SH l's Full Catalog of
222) Firewall/ VPN Appliances Other
223) Multifunction Security 4.00% SH l's Full Catalog of Appliances Other
4.00% SHl's Full Catalog of
224) Network Camera Accessories Other
4.00% SH l's Full Catalog of
225) Network Cameras Other
226) Physical/Environmental 4.00% SH l's Full Catalog of Security Other
227) Security Appliance 4.00% SH l's Full Catalog of
Accessories Other
4.00% SH l's Full Catalog of
228) Security Tokens Other
4.00% SH l's Full Catalog of
229) Unified Threat Management Other
4.00% SH l's Full Catalog of
230) 2-way Radios/ Walkie Talkies Other
4.00% SHl's Full Catalog of
231) Apple Notebooks Other
232) Convertible PCs/ Slate PCs/ 4.00% SH l's Full Catalog of iPAD Other
4.00% SH l's Full Catalog of
233) iPAD Other
4.00% SH l's Full Catalog of
234) Slate Tablet Computers Other
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4.00% SHl's Full Catalog of
235 ) GPS/ PDA Ot her
SH l's Full Catalog of 4.00% 23 6) Wireless Communication Other De vices
4.00% SHl's Full Catalog of
23 7) Batteries Other
4.00% SHl's Full Catalog of
23 8) Power Supplies/ Adapters Other
4.00% SHl's Full Catalog of
239) Rackmountain Equipment Other
4.00% SHl's Full Catalog of
240) Remote Power Management Other
4.00% SHl's Full Catalog of
241) Surge Suppressors Other
4.00% SHl's Full Catalog of
242) UPS/ Battery Backup Other
-4.00% SH l's Full Catalog of
243) 14" & smaller LCD Display Other
4.00% SH l's Full Catalog of
244) 15-19" LCD Display Other
4.00% SH l's Full Catalog of
245) 15-19" Wide LCD Display Other
4.00% SH l's Full Catalog of
246) 15-19" Wide LED Display Other
4.00% SH l's Full Catalog of
247) 20-30" LCD Display Other
4.00% SH l's Full Catalog of
248) 20-30" Wide LCD Display Other
4.00% SHl's Full Catalog of
249) 20-30" Wide LED Display Other
4.00% SH l's Full Catalog of
250) PColP and Zero Client Displays Other
4.00 % SH l's Full Catalog of
251) Arm Mounts Other
4.00 % SH l's Full Catalog of
252) Ceiling Mounts Other
4.0 0% SH l's Full Catalog of
253) Combo Mounts Other
4.0 0% SH l's Full Catalog of
254) Desktop Stands/ Risers Other
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4.00% SHl's Full Catalog of
255) Flat Wall Mounts Other
4.00% SH l's Full Catalog of
256) Mount Accessories Other
4.00% SH l's Full Catalog of
257) Pole Display Other
4.00% SH l's Full Catalog of
258) Stands/ Carts/ Feet Other
4.00% SH l's Full Catalog of
259) Tilt Wall Mounts Other
4.00% SH l's Full Catalog of
260) C-Cure Products Other
4.00% SH l's Full Catalog of
261) lstar Products Other
SERVICE STANDARD DISCOUNT FROM
HOURLY RATE STANDARD RATE
Design and Analysis $ 125.00 4%
Configuration $ 165.00 4%
Implementation $ 185.00 4%
11) Group 11 - Services Installation $ 185.00 4%
Training $ 99.00 4%
Maintenance & Support $ 99.00 4%
All other Current and Future Products not specifically identified here will be offered at a 4% discount off SHI Advertised List price . Please see description below for more information on SHl's discount model for this contract .
All discounts arti culate d here represent the minimum discounts off SHI Advertise d List Price; actua l discounts may be significantly higher .
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The comprehensive SHI offering for National IPA consists of all hardware, software, and services available to our customers in the public sector marketplace . The discount structure offered to National IPA is based on our Advertised Price List which can be located on www.shi.com. In many cases, SHI Advertised List Price already reflects a substantial discount off of Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. We work to provide your contract users with the most advantageous pricing available, above and beyond the minimum discounts offered, whenever possible.
SHI prides ourselves on being honest and transparent with our customers especially when it comes to pricing. We base our discount structure on SHI Advertised Price as this is a verifiable source. We do not inflate this Advertised Price for RFPs in order to make our discounts appear larger . Other vendors may use MSRP or Publisher List price, which can be unreliable as a pricelist may not exist for every product, a pricelist can change from day to day, and a pricelist can be inconsistent depending on where you source the information from . When a vendor manipulates contract language in this manner or uses a loose definition of cost, it results in an increase in profit for them and higher prices for customers.
SHI is willing to provide complete transparency over the life of the contract as it relates to our costs and what we charge National IPA customers.
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EXHIBIT C
MESA STANDARD TERMS AND CONDITIONS
1. INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to the City will be that of an independent contractor. Contractor and all persons employed by Contractor, either directly or indirectly, are Contractor's employees, not City employees.
Accordingly, Contractor and Contractor's employees are not entitled to any benefits provided to City employees including, but not limited to, health benefits, enrollment in a retirement system, paid time off or other rights afforded City employees. Contractor employees will not be regarded as City employees or agents for any purpose, including the payment of unemployment or workers' compensation. If any Contractor employees or subcontractors assert a claim for wages or other employment benefits against the City, Contractor will defend, indemnify and hold harmless the City from all such claims.
2. SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the express written permission of the City. If Contractor has received authorization to subcontract work, it is agreed that all subcontractors performing work under the Agreement must comply with its provisions. Further, all agreements between Contractor and its subcontractors must provide that the terms and conditions of this Agreement be incorporated therein.
3. ASSIGNMENT. This Agreement may not be assigned either in whole or in part without first receiving the other Party's written consent. Any attempted assignment, either in whole or in part, without such consent will be null and void and in such event the other Party will have the right at its option to terminate the Agreement. No granting of consent to any assignment will relieve either Party from any of its obligations and liabilities under the Agreement. Notwithstanding the foregoing, either Party may assign this Agreement and its rights, interests, liabilities and obligations thereunder to a successor pursuant to a merger, consolidation or sale of all or substantially all its assets following sixty (60) days written notice.
4. SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and inure to the benefit of the parties and their respective permitted successors and assigns.
5. NO THIRD-PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights, or responsibilities in any third parties.
6. NON- EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the Products or Services set forth herein from other sources when deemed necessary and appropriate. No exclusive rights are encompassed through this Agreement.
7. AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be modified in a writing signed by both parties. No charge for extra work or Product will be allowed unless approved in writing, in advance, by the City and Contractor.
8. TIME OF THE ESSENCE. Time is of the essence to the performance of the parties' obligations under this Agreement.
9. COMPLIANCE WITH APPLICABLE LAWS.
a. General. Contractor must procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of business. Contractor must stay fully informed of existing and future federal, state, and local laws, ordinances, and regulations that in any manner affect the fulfillment of this Agreement and must comply with the same at its own expense. Contractor bears full responsibility for training, safety, and providing necessary equipment for all Contractor personnel to achieve throughout the term of the Agreement. Upon request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and other activities used to ensure compliance.
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b. Drug-Free Workplace. Contractor is hereby advised that the City has adopted a policy establishing a drug-free workplace for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects.
Contractor will require a drug-free workplace for all Contractor personnel working under this Agreement. Specifically, all Contractor personnel who are working under this Agreement must be notified in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel, and will ensure that Contractor personnel do not use or possess illegal drugs while in the course of performing their duties. c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the City and its agents to inspect applicable personnel records to verify such compliance as permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all Contractor personnel have a legal right to live and work in the United States. i. As applicable to Contractor, under the provisions of A. RS. § 41-4401, Contractor hereby warrants to the City that Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all federal immigration laws and regulations that relate to their employees and A.RS. § 23-214(A) (hereinafter "Contractor Immigration Warranty").
ii. A breach of the Contractor Immigration Warranty will constitute as a material breach of this Agreement and will subject Contractor to penalties up to and including termination of this Agreement at the sole discretion of the City. iii. The City retains the legal right to inspect the papers of all Contractor personnel who provide services under this Agreement to ensure that Contractor or its subcontractors are complying with the Contractor Immigration Warranty.
Contractor agrees to assist the City in regard to any such inspections. iv. The City may, at its sole discretion, conduct random verification of the employment records of Contractor and any subcontractor to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed.
v. Neither Contractor nor any subcontractor will be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by Sections 274A and 2748 of the Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.RS. § 23-214 (A). d. Nondiscrimination. Contractor represents and warrants that it does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and represents and warrants that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Contractor and Contractor's personnel will comply with applicable provisions of Title VII of the U.S. Civil Rights Act of 1964, as amended, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.), and applicable rules in performance under this Agreement. e. State Sponsors of Terrorism Prohibition. Per A.RS. § 35-392, Contractor must not be in violation of section 60) of the Federal Export Administration Act and subsequently prohibited by the State of Arizona from selling goods of services to the City.
10. SALES/USE TAX, OTHER TAXES.
a. Contractor is responsible for the payment of all taxes including federal, state, and local taxes related to or arising out of Contractor's Services under this Agreement, including by way of illustration but not limitation, federal and state income tax, Social Security tax,
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unemployment insurance taxes, and any other taxes or business license fees as required.
If any taxing authority should deem Contractor or Contractor employees an employee of the City, or should otherwise claim the City is liable for the payment of taxes that are Contractor's responsibility under this Agreement, Contractor will indemnify the City for any tax liability, interest, and penalties imposed upon the City. b. The City is exempt from paying certain federal excise taxes and will furnish an exemption certificate upon request. The City is not exempt from state and local sales/use taxes.
11. AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations due to the City during the performance of Services under the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or fees and charges owed to the City.
12. PUBLIC RECORDS. Contractor acknowledges that the City is a public entity, subject to Arizona's public records laws (A.R.S. § 39-121 et. seq.) and that any documents related to this Agreement may be subject to disclosure pursuant to state law in response to a public records request or to subpoena or other judicial process.
12.1. If Contractor believes document related to the Agreement contains trade secrets or other proprietary data, Contractor must notify the City and include with the notification a statement that explains and supports Contractor's claim. Contractor also must specifically identify the trade secrets or other proprietary data that Contractor believes should remain confidential.
12.2. In the event the City determines it is legally required to disclose pursuant to law any documents or information Contractor deems confidential trade secrets or proprietary data, the City, to the extent possible, will provide Contractor with prompt written notice by certified mail, fax, email or other method that tracks delivery status of the requirement to disclose the information so Contractor may seek a protective order from a court having jurisdiction over the matter or obtain other appropriate remedies . The notice will include a time period for Contractor to seek court ordered protection or other legal remedies as deemed appropriate by Contractor. If Contractor does not obtain such court ordered protection by the expiration of said time period, the City may release the information without further notice to Contractor.
13. AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for six (6) years after completion of the Agreement. The City or its authorized agent reserves the right to inspect any records related to the performance of work specified herein. In addition, the City may inspect any and all payroll, billing or other relevant records kept by Contractor in relation to the Agreement. Contractor will permit such inspections and audits during normal business hours and upon reasonable notice by the City. The audit of records may occur at Contractor's place of business or at City offices, as determined by the City.
14. BACKGROUND CHECK. The City may conduct criminal, driver history, and all other requested background checks of Contractor personnel who would perform Services under the Agreement or who will have access to the City's information, data, or facilities in accordance with the City's current background check policies. Any officer, employee, or agent that fails the background check must be replaced immediately for any reasonable cause not prohibited by law.
15. SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will have final authority, based on security reasons: (i) to determine when security clearance of Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and including fingerprinting Contractor personnel; and (iii) to determine whether or not any individual or entity may provide Services under this Agreement. If the City objects to any Contractor personnel for any reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove any such individual from performance of Services under this Agreement.
16. DEFAULT.
a. A party will be in default if that party:
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i. Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership proceeding, makes an assignment for a creditor, or there is any similar action that affects Contractor's capability to perform under the Agreement; ii. Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar days;
iii. Conducts business in an unethical manner as set forth in the City Procurement Rules Article 7 or in an illegal manner; or
iv. Fails to carry out any term, promise, or condition of the Agreement. b. Contractor will be in default of this Agreement if Contractor is debarred from participating in City procurements and solicitations in accordance with Article 6 of the City's Procurement Rules.
c. Notice and Opportunity to Cure. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from receipt of the notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non-defaulting party to provide notice of the default does not waive any rights under the Agreement.
d. Anticipatory Repudiation. Whenever the City in good faith has reason to question Contractor's intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform. In the event that the demand is made and no written assurance is given within five (5) calendar days, the City may treat this failure as an anticipatory repudiation of the Agreement.
17. REMEDIES. The remedies set forth in this Agreement are not exclusive. Election of one remedy will not preclude the use of other remedies. In the event of default:
a. The non-defaulting party may terminate the Agreement, and the termination will be effective immediately or at such other date as specified by the terminating party. b. The City may purchase the Services required under the Agreement from the open market, complete required work itself, or have it completed at the expense of Contractor. If the cost of obtaining substitute Services exceeds the contract price, the City may recover the excess cost by: (i) requiring immediate reimbursement to the City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal and/or performance security, if any; (iv) collection against liquidated damages (if applicable); or (v) a combination of the aforementioned remedies or other remedies as provided by law. Costs includes any and all, fees, and expenses incurred in obtaining substitute Services and expended in obtaining reimbursement, including, but not limited to, administrative expenses, attorneys' fees, and costs.
c. The non-defaulting party will have all other rights granted under this Agreement and all rights at law or in equity that may be available to it. d. Neither party will be liable for incidental, indirect, special, or consequential damages.
18. CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the parties, Contractor will continue to perform its obligations until the dispute is settled, instructed to cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or obligated to cease performance by other provisions in this Agreement.
19. TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days' written notice.
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20. TERMINATION FOR CONFLICT OF INTEREST (A.R.S. § 38-511 ). Pursuant to A.R.S. § 38-511, the City may cancel this Agreement within three (3) years after its execution, without penalty or further obligation, if any person significantly involved in initiating, securing, drafting, or creating the Agreement for the City becomes an employee or agent of Contractor.
21. TERMINATION FOR NON-APPROPRIATION AND MODIFICATION FOR BUDGETARY CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds by its governing body to satisfy its obligations. If the City reasonably determines that it does not have funds to meet its obligations under this Agreement, the City will have the right to terminate the Agreement without penalty on the last day of the fiscal period for which funds were legally available. In the event of such termination, the City agrees to provide written notice of its intent to terminate thirty (30) calendar days prior to the stated termination date.
22. PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement, Contractor will be entitled only to payment for those Services performed up to the date of termination, and any authorized expenses already incurred up to such date of termination. The City will make final payment within thirty (30) calendar days after the City has both completed its appraisal of the Products and Services provided and received Contractor's properly prepared final invoice.
Termination of this Agreement shall not affect the obligations of the City or Contractor under any existing Order issued under this Agreement, and such Order shall continue in effect as though this Agreement has not been terminated, and was still in effect with respect to such Order.
23. NON-WAIVER OF RIGHTS. There will be no waiver of any provision of this agreement unless approved in writing and signed by the waiving party. Failure or delay to exercise any rights or remedies provided herein or by law or in equity, or the acceptance of, or payment for, any Services hereunder, will not release the other party of any of the warranties or other obligations of the Agreement and will not be deemed a waiver of any such rights or remedies.
24. INDEMNIFICATION/LIABILITY.
a. To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys' , witnesses', and expert witnesses' fees, and expenses incident thereto, relating to, arising out of, or resulting from: (i) misconduct by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel; and (iii) Contractor or Contractor personnel's failure to comply with this Agreement.
b. Contractor will update the City during the course of the litigation to timely notify the City of any issues that may involve the independent negligence of the City that is not covered by this indemnification .
c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor-provided supplies or Services.
d. IN THE EVENT OF ANY LIABILITY INCURRED BY CONTRACTOR OR ANY OF ITS
AFFILIATES HEREUNDER, INCLUDING INDEMNIFICATION OF CITY BY
CONTRACTOR , THE ENTIRE LIABILITY OF CONTRACTOR AND ITS AFFILIATES FOR DAMAGES FROM ANY CAUSE WHATSOEVER WILL NOT EXCEED $5,000,000.00 OVER THE ENTIRE TERM OF THE AGREEMENT .
25. (RESERVED)
26. THE CITY'S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to prejudice the City's right to recover against third parties for any loss, destruction, or damage to City property, and will at the City's request and expense, furnish to the City reasonable assistance and
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cooperation, including assistance in the prosecution or defense of suit and the execution of instruments of assignment in favor of the City in obtaining recovery.
27. NO GUARANTEE OF WORK. Contractor acknowledges and agrees that it is not entitled to deliver any specific amount of Products or Services or any Products or Services at all under this Agreement and acknowledges and agrees that the Products or Services will be requested by the City on an as needed basis at the sole discretion of the City. Any document referencing quantities or performance frequencies represent the City's best estimate of current requirements, but will not bind the City to purchase, accept, or pay for Products or Services which exceed its actual needs.
28. OWNERSHIP. All deliverables, Services, and information provided by Contractor or the City pursuant to this Agreement (whether electronically or manually generated) including without limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared in the performance of this Agreement, are the property of the City and will not be used or released by Contractor or any other person except with prior written permission by the City. Notwithstanding the foregoing, Contractor shall retain ownership rights to (1) all of its previously existing intellectual property, including any systems, derivatives, modifications and enhancements thereto, (2) confidential information of contractor, and (3) any tools or scripting applications used, developed or created by Contractor or its third-party licensors during the performance of this Agreement.
29. USE OF NAME. Contractor will not use the name of the City of Mesa in any advertising or publicity without obtaining the prior written consent of the City.
30. PROHIBITED ACTS. Pursuant to A.RS. § 38-504, a current or former public officer or employee within the last twelve (12) months shall not represent another organization before the City on any matter for which the officer or employee was directly concerned and personally participated in during their service or employment or over which they had a substantial or material administrative discretion. Further, while employed by the City and for two (2) years thereafter, public officers or employees are prohibited from disclosing or using, without appropriate authorization, any confidential information acquired by such personnel in the course of his or her official duties at the City.
31. FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination freight prepaid and allowed unless otherwise agreed.
32. RISK OF LOSS. Contractor agrees to bear all risks of loss, injury, or destruction of goods or equipment incidental to providing these Services and such loss, injury, or destruction will not release Contractor from any obligation hereunder.
33. SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage to City real property or damage or loss of City personal property when such property is the responsibility of or in the custody of Contractor or its employees.
34. WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use, the Products and Services being provided and that the City may use same without suit, trouble or hindrance from Contractor or third parties.
35. PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the foregoing, Contractor will without limitation, at its expense defend the City against all claims asserted by any person that anything provided by Contractor infringes a patent, copyright, trade secret or other intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees awarded against the City in any such action, or pay any settlement of such action or claim. Each party agrees to notify the other promptly of any matters to which this provision may apply and to cooperate with each other in connection with such defense or settlement. If a preliminary or final judgment is obtained against the City's use or operation of the items provided by Contractor hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense and without limitation, either: (a) modify the item so that it becomes non-infringing; (b) procure for the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having at least equivalent capability; or (d) refund to the City an amount equal to the price paid, less reasonable usage, from the time of installation acceptance through cessation of use, which amount will be
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calculated on a useful life not less than five (5) years, plus any additional costs the City may incur to acquire substitute Products or Services.
36. CONTRACT ADMINISTRATION. The contract will be administered by the Purchasing Administrator and/or an authorized representative from the using department. All questions regarding the contract will be referred to the administrator for resolution. Supplements may be written to the contract for the addition or deletion of Services. Payment will be negotiated and determined by the contract administrator(s).
37. FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose performance is so affected will within five (5) calendar days of the unforeseeable circumstance notify the other party of all pertinent facts and identify the force majeure event. The party whose performance is so affected must also take all reasonable steps, promptly and diligently, to prevent such causes if it is feasible to do so, or to minimize or eliminate the effect thereof. The delivery or performance date will be extended for a period equal to the time lost by reason of delay, plus such additional time as may be reasonably necessary to overcome the effect of the delay, provided however, under no circumstances will delays caused by a force majeure extend beyond one hundred-twenty (120) calendar days from the scheduled delivery or completion date of a task unless agreed upon by the parties.
38. COOPERATIVE USE OF CONTRACT. This contract is available through National IPA to agencies nationwide. The City has also entered into various cooperative purchasing agreements with other Arizona government agencies, including the Strategic Alliance for Volume Expenditures (SAVE) cooperative. Under the SAVE Cooperative Purchasing Agreement, any contract may be extended for use by other municipalities, school districts and government agencies through National IPA or SAVE in the State of Arizona with the approval of Contractor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency.
A contractor, subcontractor or vendor or any employee of a contractor, subcontractor or vendor who is contracted to provide Services on a regular basis at an individual school shall obtain a valid fingerprint clearance card pursuant to title 41, chapter 12, article 3.1. A school district governing board shall adopt policies to exempt a person from the requirements of this subsection if the person's normal job duties are not likely to result in independent access to or unsupervised contact with pupils. A school district, its governing board members, its school council members and its employees are exempt from civil liability for the consequences of adoption and implementation of policies and procedures pursuant to this subsection unless the school district, its governing board members, its school council members or its employees are guilty of gross negligence or intentional misconduct.
Additionally, Contractor will comply with the governing body's fingerprinting policy of each individual school district and public entity. Contractor, subcontractors, vendors and their employees will not provide Services on school district properties until authorized by the school district.
Orders placed by other agencies and payment thereof will be the sole responsibility of that agency.
The City is not responsible for any disputes arising out of transactions made by others. The City is not a party to any agreements between the Contractor and National IPA, National IPA and other agencies, the Contractor and other agencies, or any third-party contracts in any way related to this Agreement or the cooperative use of this Agreement.
39. FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price increases will be accepted without proper request by Contractor and response by the City's Purchasing Division.
40. NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at their respective addresses. Notices may be (i) personally delivered; (ii) sent via certified or registered mail, postage prepaid; (iii) sent via overnight courier; or (iv) sent via email or facsimile.
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If provided by personal delivery, receipt will be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed effective three (3) calendar days after being deposited in the United States mail. If sent via overnight courier, email or facsimile, receipt will be deemed effective two (2) calendar days after the sending thereof .
41. GOVERNING LAW, FORUM. This Agreement is governed by the laws of the State of Arizona.
The exclusive forum selected for any proceeding or suit in law or equity arising from or incident to this Agreement will be Maricopa County, Arizona.
42. INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto, supersede all prior oral or written agreements, if any, between the parties and constitutes the entire agreement between the parties with respect to the work to be performed.
43. PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a part of this Agreement as if fully stated in it.
44. SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such provision will be severed from this Agreement, which will otherwise remain in full force and effect.
The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or unenforceability.
45. SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth rights and obligations that extend beyond completion, termination, or other expiration of this Agreement, will survive and remain in full force and effect. Except as specifically provided in this Agreement, completion, termination, or other expiration of this Agreement will not release any party from any liability or obligation arising prior to the date of termination.
46. A.R.S. SECTIONS 1-501 and 1-502. Pursuant to Arizona Revised Statutes Sections 1-501 and 1- 502, any person who applies to the City for a local public benefit (the definition of which includes a grant, contract or loan) must demonstrate his or her lawful presence in the United States. As the Agreement is deemed a local public benefit, if Contractor is an individual (natural) person or sole proprietorship, Contractor agrees to sign and submit the necessary documentation to prove compliance with the statutes as applicable.
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OFFICE OF THE CITY CLERK
COUNCIL MINUTES
February 5, 2018
The City Council of the City of Mesa met in a Regular Council Meeting in the Council Chambers, 57 East 1st Street, on February 5, 2018 at 5:45 p.m.
COUNCIL PRESENT COUNCIL ABSENT OFFICERS PRESENT
John Giles
David Luna
Mark Freeman
Christopher Glover
Francisco Heredia
Kevin Thompson
Jeremy Whittaker
None
Christopher Brady
Dee Ann Mickelsen
Jim Smith
Mayor’s Welcome.
Invocation by Pastor Ben Diaz with Palabra de Vida (Word of Life).
Pledge of Allegiance was led by Councilmember Thompson.
Awards, Recognitions and Announcements.
There were no awards, recognitions or announcements.
1. Take action on all consent agenda items.
All items listed with an aster isk (*) will be considered as a group by the City Council and will be enacted with one motion. There will be no separate discussion of these items unless a Councilmember or citizen requests, in which event the item will be removed from the consent agenda and considered as a separate item. If a citizen wants an item removed from the consent agenda, a blue card must be completed and given to the City Clerk prior to the Council’s vote on the consent agenda.
It was moved by Councilmember Thompson, seconded by Councilmember Glover, that the consent agenda items be approved.
Carried unanimously.
*2. Approval of minutes from previous meetings as written.
Minutes from the January 8, 11, and 22, 2018 Council meetings.
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3. Take action on the following liquor license applications:
*3-a. It Ain’t Chemo
This is a one -day event to be held on Saturday, February 10, 2018 from 9:00 A.M. to 9:00 P.M. at Riverview Park, 2100 West Rio Salado Parkway. (District 1)
*3-b. AMC Superstition East 12
A multi- screen cinema i s requesting a new Series 6 Bar License for American Multi- Cinema Inc., 1935 South Signal Butte Road - Andrea Dahlman Lewkowitz, agent. There is no existing license at this location. (District 6)
*3-c. ATL Wings
A restaurant that serves lunch and dinner is requesting a new Series 12 Restaurant License for Stapley Wings LLC, 1455 South Stapley Drive, Suites 22- 24 - Andrea Dahlman Lewkowitz, agent. The existing license held by Mark Killian, sole proprietor, will revert to the State. (District 4)
*3-d. Elgin Distillery
This is a one-day craft distillery festival to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2)
*3-e. Village of Elgin Winery
This is a one- day wine festival event to be held on Saturday, March 3, 2018 from 9:00 A.M. to 4:00 P.M. at Sunland Village, 4601 East Dolphin Avenue. (District 2)
4. Take action on the following off-track betting license application:
*4-a. Turf Paradise, TP Racing LLLP
New Off-Track Betting License for Turf Paradise, TP Racing LLLP to telecast at Moose & Bear, located at 118 East McKellips Road, Suite 103, TB Concepts LLC. Applicant:
Vincent Acri Francia. (District 1)
5. Take action on the following contracts:
*5-a. One-Year Renewal to the Term Contract for Executive Physicals for Citywide Departments as requested by the Human Resources Department. (Citywide)
This contract provides annual physicals for the City’s executive staff as a means of maintaining optimum health. There are approx imately 65- 70 positions eligible to participate in this program.
The Human Resources Department and Purchasing recommend authorizing the renewal contract with Banner Occupational Health Clinics, at $88,500, based on estimated usage.
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*5-b. One-Year Renewal to the Term Contract for Deceased Animal Collection Services for the Community Services Department. (Citywide)
This contract provides a vendor to collect and dispose of deceased animals up to 150 pounds that are reported within the City. The contractor is responsible for the proper disposal by cremation or other means in accordance with the standards and methods approved by the Maricopa County Health Department.
The Community Services Department and Purchasing recommend authorizing the renewal contract with APM/Couts Enterprises, Inc., dba Arizona Pet Mortuary, at $54,000, based on estimated usage.
*5-c. Purchase of One Replacement Fire Apparatus, an Air Light/Rehab Unit, for the Fire and Medical Department (Sole Source). (Citywide)
The apparatus being replaced has met established replacement criteria and will be sold by a sealed bid process or traded -in as part of the City's fire apparatus purchase agreement with Pierce Manufacturing. In addition, Fire and Medical will trade-in two units to further offset the price for the Air/Light Rehab unit.
The Fire and Medical Department and Purchasing recommend authorizing the purchase using the City’s five-year purchase agreement with Pierce Manufacturing Inc., through their designated local dealer, Hughes Fire Equipment Inc., at $502,264.75. This purchase is funded by the Capital -General Fund and authorized 2013 Public Safety Bonds.
*5-d. Three-Year Term Contract for Landscape Maintenance Services for Parks, Retention Basins and Sports Fields - Zones 1, 2, 3 and 4 for the Parks, Recreation and Community Facilities Department (PRCF). (Citywide)
These contracts provide landscape maintenance services for sports fields, parkways, medians, parks, retention basins or grounds adjacent to City facilities. The City has divided the landscaping into geographic areas known as Zones 1, 2, 3 and 4. PRCF has done an analysis to bring the work under this contract in- house and, at this time, contracting continues to be in the best financial interest of the City.
The evaluation committee recommends awarding the contract to the highest-scored proposal from Mariposa Landscape Arizona, Inc.; Zone 1, at $1,435,319.57 annually; Zone 2, at $959,183.45 annually; Zone 3, at $974,364.20 annually; and Zone 4, at $1,221,738.22 annually; based on estimated usage.
*5-e. Three-Year Term Contract for Plumbing Services for the Parks, Recreation and Community Facilities Department. (Citywide)
This contract will establish a list of pre -qualified plumbing contractors to perform plumbing services on various City facilities/projects on an as-needed basis.
The evaluation committee recommends awarding the contract to the four, highest-scored proposals from Mesa Energy Systems Inc.; RKS Plumbing and Mechanical Inc.; Sun Mechanical Inc.; and W.D. Manor Mechanical Contractors, Inc.; cumulatively not to exceed $100,000 annually, based on estimated usage.
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*5-f. Purchase of Furniture for the Main Library as requested by the Library Services Department. (Citywide)
This purchase will provide seating and tables for two new rooms at the Main Library, Teen Room and ThinkSpot. The Library worked with several vendors utilizing cooperative contracts specifying their needs and goals with this project.
The Library Services Department and Purchasing recommend authorizing the purchase using the Northern Arizona University cooperative contract with Atmosphere Commercial Interiors, at $50,876.25.
*5-g. Five-Year Term Contract with CDW Government, LLC and SHI International Corp. for Information Technology Solutions and Services for Various Departments throughout the City. (Citywide)
This contract will provide the City and participating agencies a full range of information technology solution products and services to meet varying requirements of governmental agencies. The scope of products and services available under these contracts include standard business and high- end workstations; laptop and notebook computers; network equipment; computer and network products and peripherals; monitors; various cloud, consulting, and technical support services; financing; various software products; and the contractors' comprehensive product offering.
Mesa, as the lead agency, has partnered with the National Intergovernmental Purchasing Alliance Company (National IPA) to lead this contract. The contract will be available to over 45,000 public agencies nationally. While no minimum volume is guaranteed to the suppliers, the estimated annual volume of IT Solutions purchased under this master agreement is approximately $500 million per year. The City will receive rebates annually for administering and awarding this contract.
A committee representing the Police, and Information Technology Departments, City Manager’s Office, Police- Information Technology, National IPA and Purchasing evaluated responses. The evaluation committee recommends awarding the contract to the highest-scored proposals from CDW Government, LLC and SHI International Corp., at $3,100,000 annually, based on estimated usage.
*5-h. One-Year Term Contract for Electrical and Lighting Supplies for the Materials and Supply Warehouse (for Citywide Departments). (Citywide)
Multiple departments use this Citywide contract for their miscellaneous electrical equipment and supplies.
The Business Services Department and Purchasing rec ommend authorizing the purchase using the State of Arizona cooperative contract with Border States Industries, Inc., at $100,000, based on estimated usage.
*5-i. Re-Award the Three- Year Term Contract for Microfilm Conversion Services for the Police Department. (Citywide)
This contract will provide services to convert Police Department data from microfilm to digital media. Police, Records Division use microfilm that is becoming worn and damaged. The previous vendor is unable to satisfactorily fulfill the contract requirements. 279
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The Police Department and Purchasing recommend re- awarding the contract to the second highest scored proposal, ICM Conversions, at $400,000 annually, based on estimated usage.
*5-j. Purchase of Falcon District Brand Signage as reques ted by the Economic Development Department. (Citywide)
Continuing to build awareness and to promote the Falcon Field Economic Activity Area, this purchase for the Falcon District signage includes the installation of two branded monument signs to be located on Greenfield and Higley Roads, south of the 202.
Additionally, the City will install utility and transit signal box wraps and will mount branded banners promoting aerospace, technology, and manufacturing on light poles around the airport.
The Economic Development Department and Purchasing recommend authorizing the purchase using the City of Peoria cooperative contract with YESCO Phoenix, at $146,670.49. This purchase is funded by Local Streets Sales Tax.
*5-k. Purchase of Three Replacement Rollback Trailers for the Transportation Department. (Citywide)
These trailers will replace three aging equipment trailers that are at the end of their service life. The trailers will meet the needs and safety requirements for transporting the large equipment required to perform street and right-of-way maintenance.
The Transportation Department and Purchasing recommend authorizing the purchase using the National Joint Powers Alliance contract with Empire Southwest (a Mesa business), at $176,764.77. This purchase is funded by Local Streets Sales Tax.
*5-l. One-Year Renewal to the Term Contract for Radio- Based Endpoint Encoders (for Water Meter Reading) for the Water Resources Department. (Citywide)
This contract provides Itron radio -based endpoint encoders and acces sories purchased directly from Itron, Inc., the manufacturer. The endpoint stores 40 days of hourly reads to ensure data integrity and offers advanced customer side leak detection and reverse flow and tamper alarms. Water Utility installs approximately 540 radio-based endpoint encoders on new and existing meters annually.
The Water Resources Department and Purchasing recommend authorizing the renewal with Itron, Inc., at $100,000, based on estimated usage.
*5-m. Purchase of Water Treatment Plant Shop Tools and Equipment for the New Signal Butte Water Treatment Plant as requested by the Water Resources Department. (Citywide)
This purchase is for tools and equipment needed for the start-up and maintenance in the various shops at the new Signal Butte Water Treatment Plant.
The Water Resources Department and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidders: Copper State Bolt & Nut Co. (a Mesa business); Glendale Industrial Supply, LLC, dba UNICOA Construction and Industrial Supply; Mallory Safety & Supply LLC; and W.W. Grainger, Inc.; cumulatively not to exceed $153,000, based on estimated usage.
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*5-n. One-Year Renewal to the Term Contract for Fire Hydrant Water Meters for the Water Resources Department. (Citywide)
This contract provides 3” fire hydrant water meters to accurately measure construction water use of fire hydrants. The meters are installed by Water Utility staff to serve contractors and other customers needing to connect to City fire hydrants for tempora ry construction water service and dust control purposes.
The Water Resources Department and Purchasing recommend authorizing the renewal with Badger Meter Inc., dba National Meter Automation, at $35,000, based on estimated usage.
*5-o. Greenfield Water Reclamation Plant (GWRP), Phase III Expansion Guaranteed Maximum Price (GMP) No. 2. (Citywide)
The City of Mesa, Town of Gilbert, and Town of Queen Creek seek to provide an additional 14 million gallons per day annual average day flow of liquids and solids treatment capacity at the existing GWRP, complete with the required infrastructure, technology, and environmental features to ensure a reliable, efficient, and expanded plant to meet the current and future demands.
Staff recommends awarding the contrac t for the completion of this project to McCarthy Building Companies in the amount of $120,302,333 and authorize a change order allowance $6,015,117 (5%) for a total project amount of $126,317,450. This project is funded by the Greenfield Water Reclamation Plant Joint Venture Fund, with contributions coming from its members based on usage. Mesa’s portion of this GMP is $72,229,521 and is funded by 2014 authorized Wastewater Bonds.
*5-p. Sewer Pipe and Manhole Rehabilitation: Mesa Drive, Millet Avenue, Horne, and 6th Avenue. (District 4)
The existing sanitary sewer lines covered by this project were built during the 1950’s and 1960’s. The age of these pipes greatly increases their risk of failure and emergency repairs. This method of construction can be completed while leaving the pipe in place and without excavation. Similarly, the sewer manholes will be cleaned, repaired, and coated in place. Only the concrete adjustment rings will be removed and replaced.
Staff recommends awarding the contract for this pr oject to the lowest, responsible bidder, B and F Contracting, Inc, in the amount of $1,394,294.67, and authorize a change order allowance in the amount of $139,430 (10%), for a total amount of $1,533,724.67. Funding for this project is available from the 2014 Wastewater Bond Program.
*5-q. Sidewalks at Railroad Crossing on Alma School. (Districts 3 and 4)
To continue to meet current railroad approach and clearance standards at the Alma School Road railroad crossing, additional safety improvements will need to be made.
The project improvements for roadway and sidewalk approach at this location will facilitate greater public safety and needed clearances from railroad signals along with a smoother roadway crossing of the Union Pacific Railroad track. Mesa wil l participate in the federally-funded Railway-Highway Grade Crossing Program, and will be responsible 281
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for adjusting the existing concrete sidewalks around the proposed cantilevers and gates, and installing concrete medians.
This project was previously awarded by Council on July 10, 2017, however, the previously selected contractor could not comply with the federal requirements and the project was released for bid a second time.
Staff recommends awarding the contract to the lowest, responsible bidder, AJP Electric, in the amount of $149,494, plus an additional $14,949 (10%) as a change order allowance, for a total amount of $164,443. Funding is available from the Local Streets Sales Tax, of which 94.3% will be reimbursed by Arizona Department of Transporta tion (Federal) Grant under the Railway-Highway Grade Crossing.
6. Take action on the following resolutions:
*6-a. Approving and authorizing the City Manager to submit the Second Substantial Amendment to the Fiscal Year 2017/2018 Annual Action Plan to the U.S. Department of Housing and Urban Development related to the allocation of funding obtained under the Community Development Block Grant (CDBG) program. This Amendment will allow for reallocation of $600,000 in CDBG funds from the Senior Center Renovation Project (247 North Macdonald) to the Eagles Park Project (828 East Broadway Road). (District 4) – Resolution No. 11088.
*6-b. Approving and authorizing the City Manager to enter into a Grant Agreement with the Arizona Department of Public Safety to accept $1,335,284 in Victims of Crime Act (VOCA) grant funds. The finding will be used for salaries and expenses for the Mesa Prosecutors Office, Victim Services Unit for a three-year period. (Citywide) – Resolution No. 11089.
*6-c. Approving and authorizing the City Manager to enter into a Lease Agreement with New Cingular Wireless PCS for a cellular site on a portion of 5950 East Virginia Street, also known as Mesa Fire Station 214. (District 5) – Resolution No. 11090.
*6-d. Approving and authorizing the City Manager to enter into a Development Agreement for City-Share Reimbursement with PPGN -Ray, LLLP, for the reimbursement of $100,568 for regional street and street lighting improvements that are being required by the City in conjunction with a proposed residential development known as Crismon Road at PPGN, located at 5461 South Ellsworth Road. (District 6) – Resolution No. 11091.
*6-e. Approving and authorizing the City Manager to enter into an Intergovernmental Agreement with the Maricopa County, Department of Transportation for the pavement rehabilitation of Adobe Road from Higley Road to Recker Road. The City will contribute an estimated $54,417 for the portion of the project that is within City boundaries that will be funded from the 2013 Streets Bond Program. (District 5) – Resolution No. 11092.
*6-f. Approving and authorizing the City Manager to enter into First Amendments to the Development Agreement, Ground and Air Lease, and License Agreement with 3W Management, LLC, to facilitate the development of, and job creation and retention at, the City-owned property generally located at the southwest corner of Main Street and South Pomeroy and 34 South Pomeroy, which is the development commonly known as The GRID. (District 4) – Resolution No. 11093.
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7. Introduction of the following ordinance and setting February 26, 2018 as the dat e of the public hearing on this ordinance:
*7-a. ZON17-00323 (District 5) The 8800 to 8900 blocks of East Main Street (south side).
Located west of Red Mountain Freeway on the south side of Main Street (16.4± acres).
Rezoning from RS-43 and GC to GC-PAD; and Site Plan Review. This request will allow for the development of an RV dealership and storage facility. Jeff Welker, Welker Development Resources, applicant; Roger D. Overson, owner.
Staff Recommendation: Approval with conditions
P&Z Board Recommendation: Approval with conditions (Vote: 6-0)
8. Discuss, receive public comment, and take action on the following ordinances:
*8-a. ZON17-00309 (District 2) The 5200 block of East Inverness Avenue (south side).
Located east of Higley Road south of the US60 Freeway (1.9 ± acres). Rezoning from RM-3-PAD to LC; and Site Plan Review. This request will allow for the development of a commercial building. John Schoenauer, HD Management, applicant; Sevilla, LLC, owner. – Ordinance No. 5419.
Staff Recommendation: Approval with conditions
P&Z Board Recommendation: Approval with conditions (Vote: 7-0)
*8-b. ZON17-00283 (District 6) The 7100 to 7300 blocks of East Ray Road (north side).
Located east of Power Road on the north side of Ray Road (56.0± acres). Rezone from LI-AF to LI -AF-PAD. This request will allow for the development of an industrial subdivision. Omar Cervantes, XCL Engineering, LLC, applicant; Phx -Mesa Gateway Airport 193, LLC, owner. – Ordinance No. 5420.
Staff Recommendation: Approval with conditions
P&Z Board Recommendation: Approval with conditions (Vote: 7-0)
*8-c. ZON17-00432 (District 3) The 800 and 900 blocks of West Southern Avenue (south side), the 1200 and 1300 blocks of South Extension Road (west side), and the 800 and 900 blocks of West Grove Avenue (north side). Located at the southwest corner of Southern Avenue and Extension Road (19.3 ± acres). PAD Amendment; Site Plan Modification. This request w ill allow the development of a new multiple- residence building in an existing multiple- residence complex. Reese Anderson, Pew and Lake, PLC, applicant; Edward B. Frankel, Trustee of the Frankel Family Trust, owner. – Ordinance No. 5421.
Staff Recommendation: Approval with conditions
P&Z Board Recommendation: Approval with conditions (Vote: 7-0)
9. Take action on the following subdivision plat:
*9-a. "Allred Ranch" (District 2) The 2900 to 3100 blocks of East Southern Avenue (north side), and t he 900 to 1200 blocks of South Los Alamos (west side). Located east of 283
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Lindsay Road on the north side of Southern Avenue. 108 RSL-4.5 PAD lots (25± acres).
KB Home Phoenix, Inc., developer; Dan Auxier, EPS Group, engineer.
Items not on the Consent Agenda
10. Items from citizens present.
There were no items from citizens present.
11. Adjournment.
Without objection, the Regular Council Meeting adjourned at 5:57 p.m.
ATTEST:
DEE ANN MICKELSEN, CITY CLERK
~
~AYOR
I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Regular Council Meeting of the City Council of Mesa, Arizona, held on the 5th day of February, 2018. I further certify that the meeting was duly called and held and that a quorum was present.
DEE ANN MICKELSEN, CITY CLERK
js
284
National Cooperative
Contract
National Intergovernmental Purchasing
Alliance Company
Information Technology Solutions
285
1 October 23, 2017
National IPA
City of Mesa
702 Capitol Avenue, Room 095
Frankfort KY 40601
Dear Ms. Williams:
Thank you for providing SHI the opportunity to participate in the City of Mesa’s Request for Proposal for Information Technology Solutions and Services.
Before you read our response, please know that the soul of our company is supported by thousands of empowered employees who work together to determine the best course of action for our customers.
We are a privately‐owned company, and as such, our customers are our most valued shareholders. We are honored to have the opportunity to work with the City of Mesa. We have been pleased to work with the City for your software needs and other IT purchases over the last 6 years, and we will work diligently to ensure that this long‐term relationship continues to provide value for you.
SHI prides ourselves on being honest and transparent with our customers especially when it comes to pricing. We base our discount structure on SHI Advertised Price as this is a verifiable source. We do not inflate this Advertised Price for RFPs in order to make our discounts appear larger. Other vendors may use MSRP or Publisher List price, which can be unreliable as a pricelist may not exist for every product, a pricelist can change from day to day, and a pricelist can be inconsistent depending on where you source the information from. When a vendor manipulates contract language in this manner or uses a loose definition of cost, it results in an increase in profit for them and higher prices for customers.
If awarded, SHI is willing to provide complete transparency over the life of the contract as it relates to our costs and what we charge National IPA customers.
In response to your bid requirements, we have provided our cost response under separate cover. If you have any questions regarding our response, please feel free to contact me or any of your SHI Team Members, introduced in our Letter of Transmittal.
Thank you again.
Sincerely,
Meghan Flisakowski
Public Program Manager
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Table of Contents
TAB 1 ‐ Letter of Transmittal. ........................................................................................................................ 3 TAB 2 ‐ Program Description AND Method of Approach. ............................................................................. 6 Attachment D ‐ Supplier Qualifications .................................................................................................... 6 Company ................................................................................................................................................... 6 Distribution, Logistics .............................................................................................................................. 13 Marketing and Sales ................................................................................................................................ 18 TAB 3 ‐ Pricing Forms. .............................................................................................................................. 61 TAB 4 ‐ Qualifications. (Abilities, Experience and Expertise). ..................................................................... 62 TAB 5 – Technology. .................................................................................................................................... 73 TAB 6 ‐ Other Forms. ............................................................................................................................... 95 Attachments ................................................................................................................................................ 96 D&B Report ............................................................................................................................................. 96 Partners ................................................................................................................................................... 97
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3 TAB 1 ‐ LETTER OF TRANSMITTAL.
A brief letter of transmittal should be submitted that includes the following information:
1. The Respondent’s understanding of the work to be performed.
2. A positive commitment to perform the service within the time period specified.
3. The names of key persons, representatives, project managers who will be the main contacts for the City regarding this Solicitation.
SHI Response:
SHI thanks you for the opportunity to participate in The City of Mesa’s/National IPA’s solicitation for Information Technology Solutions and Services. We are confident that our deep commitment to those we serve will prove a strong foundation on which the City of Mesa, National IPA, and SHI can build. We clearly understand the scope of work to be performed and, in the following pages, have provided a complete solution to your specific request, including:
A detailed account of SHI’s national presence and our strategy for educating our national sales force about the contract;
A clear explanation of how products and services will be distributed to various locations throughout the City and marketed nationwide;
An articulated plan describing how volume will be tracked and reported to National IPA; Detailed descriptions of product lines and services for City of Mesa and provided by SHI.
SHI’s Commitment to City of Mesa
We are positively committed to perform successfully the services requested for an initial five year term from January 1, 2018 to December 31, 2022. SHI is proud to be ranked 9th on CRN’s Solution Provider 500 list of North American IT solution providers – a ranking that stems in part from our long‐standing, excellent relationships with our customers and partners. Founded in 1989, SHI has cultivated an expert team that works collaboratively to ensure programs and projects are delivered on time, on budget, and far above expectations. With over 3,500 employees worldwide, including an organization dedicated specifically to the needs of the public sector, SHI is the largest Minority and Woman Owned Business Enterprise (MWBE) in the United States. Our individual team members, dedicated to working for City of Mesa and National IPA, are what make SHI an exceptional choice for your Information and Technology Solutions and Services; your account team, which will stay loyally engaged with the City of Mesa and National IPA, is detailed below.
SHI’s Team Approach
Putting our people in place to support the City of Mesa and National IPA is where we start. We believe that our team members must be empowered and have autonomy to respond to your requests.
Additionally, we have ensured that your SHI support team has the training and resources they need to provide you with immediate, accurate, up‐to‐date information and the authority to take action for you whenever you need.
SHI has experienced tremendous growth in size and scope in response to our customers' expanding needs. Our organic growth, in conjunction with over two decades of stability, is successful because we 288
4 support a highly‐skilled and tenured sales force with software‐volume licensing experts, hardware procurement specialists, and certified IT services professionals.
As SHI has grown, we have retained the flexibility we are known for, in order to remain agile for our customers. For instance, we have few layers of management and empower our sales teams to make decisions that are in the best interest of their customers.
The City of Mesa will have the support of the entire SHI team:
Denise Verdicchio: Senior Director of Public Sector Sales. Denise has been an essential team member with SHI since 1995. As Senior Director of Public Sector Sales, Denise provides in‐person client support and directly supports her team in the public sector; she has executive authority to approve terms and resolve issues and responds to inquiries within 8 business hours.
Alison Turner: Regional Director, Public Sector West. Alison coordinates the efforts of the Account Team in direct support of the City of Mesa and is the point of contact for any issues that arise and need escalation. With over 20 years in the industry, and with experience working in Education and Government during that time, Alison has the expertise and customer focus necessary to implement an exceptional Information and Technology Solutions and Services contract for the city. Alison will respond to inquiries within 8 business hours.
Amelia Jakubczyk: Account Executive. Amelia develops relationships with representatives throughout City of Mesa in support of all the city’s IT needs. Amelia will conduct face‐to‐ face meetings to understand the city’s needs; will establish a customized service and support plan; and will construct a pricing strategy critical to the city’s development.
Amelia will respond to inquiries for resolution within 4 business hours; she has worked in this area and specifically with the City of Mesa for over 5 years and is excited to work with the city on this new endeavor!
Scott Garret: Contract Manager. Scott works closely with Amelia and the sales teams to ensure the sales teams are fully educated on the guidelines of the City of Mesa and IPA contract, including the reporting requirements. Scott will also work with the City and IPA to ensure we are providing necessary reports, accurately capturing the requested information, and to assist with any other contract‐related requirements.
Inside Account Managers (IAM)—In partnership with the Account Executives in the field, our IAMs maintain direct relationships with you and have the responsibility of ensuring customer satisfaction. Functional areas such as pricing, availability, order entry, tracking, returns, product information, and expedites are an integral part of their daily activities. IAMs execute the plan established by the Account Executives for City of Mesa. We will evaluate the team regularly and add members as needed to ensure exceptional customer service. The City of Mesa’s dedicated Inside Account Manager Team consists of the following members:
289
5 Corrin Bennett (Inside Team Manager)
Phone: 732‐652‐0335
Fax: 732‐564‐8332
Rob DiGiovanni
Phone: 732‐652‐7408
Fax: 732‐537‐7287
EJ Williams
Phone: 732‐652‐6596
Fax: 732‐537‐7287
Jason Mitchell
Phone: 732‐652‐4710
Fax: 732‐537‐7287
Team Alias: [email protected]
Detailed information on our national presence and how we will support National IPA members across the country are included in our response.
SHI has had the pleasure of serving the City’s software and product needs since 2011. Our relationship with the City began with the award of the previous WSCA SVAR Contract and has continued since using other cooperative contracts. SHI’s value to the City comes from our extensive expertise in understanding complex licensing, determining the best products for the City’s needs, customer service and overall ease of use. To date the City has spent $6.6m with SHI, mostly in software and other miscellaneous products.
Thank you again for the opportunity to show you why SHI is the best partner for City of Mesa and National IPA; we are eager to present our proposal to you, and we are confident that both the quality of our services outlined in our response and the deep level of our commitment to City of Mesa and National IPA will make us a convincing partner for your Information Technology Solutions and Services needs. We look forward to continuing to build upon our strong and successful relationship with the City of Mesa.
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6 TAB 2 ‐ PROGRAM DESCRIPTION AND METHOD OF
APPROACH.
Clearly define the services/materials offered and Respondent’s method of approach to including, but not limited, to the following criteria:
1. Provide a response to the national program.
a. Include a detailed response to Attachment D, Exhibit A, National IPA Response for National Cooperative contract. Responses should demons trate a strong national presence, describe how offeror will educate its national sales forc e about the contract, describe how products and services will be distributed nationwide, in clude a plan for marketing the products and services nationwide, and describe how volume will be tracked and reported to National IPA. b. The successful offeror will be required to si gn Attachment D, Exhibit B, National IPA Administration Agreement. Offerors should have any reviews required to sign the document prior to submitting a response. Offeror’s response should include any proposed exceptions to the National IPA Administration Agreement.
SHI Response:
Immediately following is the response to Attachment D, Exhibit A and Attachment D, Exhibit B. SHI acknowledges the requirement to sign Attachment D if awarded the contract. We have provided our clarifications to terms and look
forward to the opportunity to review and negotiate a mutually agreeable contract.
ATTACHMENT D ‐ SUPPLIER QUALIFICATIONS
COMPANY
A. Brief history and description of your company.
B. Total number and location of sales persons employed by your company.
C. Number and location of support centers (if applicable).
D. Annual sales for the three previous fiscal years.
E. Submit your FEIN and Dunn & Bradstreet report.
SHI Response:
Founded in 1989, SHI International Corp. is a global provider of technology products and services. Over the past 28 years, SHI has evolved from a $1 million “software‐only” regional reseller into a global, full lifecycle provider of technology, services, and solutions. SHI is ranked 9th among CRN's Solution Provider 500 list of North American IT solution providers. With over 3,500 employees worldwide, SHI is the largest Minority and Woman Owned Business Enterprise (MWBE) in the United States.
SHI International Corp. is headquartered in Somerset, New Jersey and has 30+ offices worldwide. As a privately held company, we have remained under the same ownership since 1989, and most Vice Presidents and Managers have been dedicated to SHI for more than 15 years. 291
7 SHI has been focusing on the specific needs of our Public Sector customers for over 20 years. Our first state‐wide contract was awarded in 1994; since then we have continued to build and focus on the specific needs of public sector customers.
Today our Public Sector business unit consists of over 300 team members who are dedicated specifically to public entities across the country, allowing SHI to build connections and partnerships with each entity and to dive deeply into the infrastructure, procurement, and regulation obstacles that they face. For 2016 SHI reported earnings of $7.5B, which demonstrates 15% growth over 2015. We are projecting earnings of $8.2B for 2017 continuing to show substantial YoY growth. SHI has a financially strong and stable business model that has proven itself over time. Providing a compelling value to our entire customer base, SHI is able to offer the most advantageous pricing models of our top 4 competitors, while simultaneously maintaining our profitability with the lowest overhead cost structure in the industry.
Our breadth and depth of experience on Public Sector contracts of similar size and scope position us well for success as a partner with National IPA and the City of Mesa. Specifically for this contract, we are prepared to:
Provide value by delivering an extensive catalog of items in each category accurately and efficiently;
Offer consistent, aggressive pricing and world‐class support to public entities regardless of size; Collaborate with National IPA to market this contract to public entities across the country.
With 28 years of experience supporting contracts that are similar in nature, complexity, responsibility, and scope to National IPA’s request, we are ready to deliver on all of these requirements and more. SHI is able to provide our customers with full IT solutions, from commodity software and hardware to full end‐to‐end datacenter solutions. SHI offers a wealth of products, services, and resources which are all specifically in line with the requirements of this contract. This is, at our core, what we do – and the reason we will excel in the fulfillment of this contract more than other organizations who might have diverted focus. National IPA and City of Mesa users will benefit from SHI’s laser focus on being the best at delivering the products and services they need, while continuing to keep our costs aggressive. A dedicated approach to the Public Sector business for the last twenty years has helped us to create solutions that are specific to the unique needs of State, Local, and Education customers across the country. We work constantly to understand your business and personnel and to stay current with your unique, evolving challenges.
Company Structure and Organization
SHI has experienced tremendous growth in size and scope due to our customers' expanding needs. Our organic growth and over two decades of stability are a direct result of backing a highly‐skilled and tenured sales force with software volume licensing experts, hardware procurement specialists and certified IT services professionals.
In terms of organization, we have retained a small business feel in order to remain agile for our customers. We have few layers of management and empower our sales teams to make decisions that are in the best interest of their customers.
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8 To ensure that we are meeting the needs of all Public entities, we have split our Public Sector business unit into three divisions:
Public Sector Field
SM Sled
Federal
Public Sector Field
The Public Sector field organization supports State Government, Local Government, K‐12, Higher Ed, and Public Healthcare entities across the country. Our sales teams are regionally aligned in order to provide local focus; subsequently, our Account Executives are able to live where they work. Each region is managed by a regional director who lives in that region.
Customers are supported by an Account Executive and a dedicated Inside Sales Team. Field territories are structured vertically and by geography. We have over 120 Account Executives (AEs) who live and work in their territories. Their emphasis is to be face‐to‐face with their customers as frequently as possible. We are in the process of expanding our field Account Executive team to ensure that each AE is focused on 25 accounts or less and in one specific vertical. This will enable us to continue to cater to the individualized needs of our customers.
Each Account Executive is supported by a team of Inside Account Mangers (IAMs). This group, totaling over 150 professionals, is located in our global headquarters in Somerset, NJ. This team is also aligned to match specific regions so that everyone who is working with you will have sensitive knowledge of National IPA member’s regional environment and the nuances associated there. They are responsible for the day‐to‐day customer service questions such as order placement, order tracking, quotations, return authorizations, and product information.
SHI provides a comprehensive customer support plan to ensure we are meeting each customer’s needs.
SHI’s Account Executives are empowered to make decisions around the support of their customers, and they have the autonomy to resolve issues as they arise. Because our Account Executives are accountable and responsible for ensuring customer satisfaction, SHI is able to provide high quality customer service and ensure efficient and effective response to questions and issues. In addition, the SHI Regional Directors are engaged with the account teams to provide executive level support and to meet with customers as needed.
SHI believes in regular and transparent communication with our customers. SHI Account Executives meet with the participating entities and individual contract users to review their business with SHI.
During these review meetings, we discuss purchase history, as well as the customer’s future plans. With open discussions, SHI can provide tremendous value in supporting future initiatives and will engage the support teams as needed to meet the customer’s goals and objectives. If awarded, SHI will provide this level of service for all entities that use this contract to procure IT products, regardless of size. 293
9 SM Sled
The Small/Medium Sled division is focused on supporting the needs of the smaller K‐12, local government, and higher education institutions across the country to ensure personalized attention regardless of customer’s size. In this case, we have defined small as a K‐12 district with 7500 Students or less, a higher‐ed institution with 1500 students or less, or a city/town with 50,000 population count or less. These customers often are overlooked by large resellers yet have the same need to stay current with technology as their larger counterparts. SM Sled is based out of our global headquarters in Somerset, NJ and consists of a team of 170 Inside Account Executives (IAEs) who support their customers’ needs from start to finish. They are organized into the same six regions as the field team and both a manager and a team lead support each region.
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10 295
11 Sales Support Organizations
SHI has the largest team of Software and Licensing Specialists in the industry who are prepared to support our customers and our sales teams in whatever manner possible. SHI has the expertise in managing the varied features of the Publisher Licensing Programs; our award‐winning team of Software and Licensing Specialists is available to assist you with selecting your licensing programs, executing the agreements, and supporting the agreement lifecycle.
Today SHI has dedicated teams that support 38 Strategic Software Partners and over 70 Emerging Technology Partners.
Over the past decade, IT has changed. Although there is still a need for commodity products, attention has turned more and more to building solutions that will solve customers’ needs. In response to this, and working within our customer‐centered foundation, we developed our Enterprise Solutions Group to include solution based support. This team has over 150 people who hold 3000+ certifications for various products and solutions. Their goal is to help address our customers’ needs, acquire the right technology, and adopt that technology into their environment to achieve the desired outcomes. This team can bring together resources to talk across an entire solution whether that be end user, datacenter, or security.
These teams are vendor‐neutral and use their breadth of experience to help tailor conversations that will be optimal for a customers’ specific environment. We engage our customers during the strategy and solution design phases of a project and assist with activities like strategic planning, assessments, white 296
12 boarding, proof of concepts, and obtaining demo units. Initiating conversations at this point in the conversation leads to a more optimized project and cost savings.
Annual Sales
2014 2015 2016 2017 YTD
K‐12 (public &
private), Educational
Service Agencies
160,000,000 200,000,000
232,000,000 203,000,000
Higher Education
Institutions
190,000,000 245,000,000 249,000,000 222,000,000
Counties, Cities,
Townships, Villages
345,000,000 400,000,000 465,000,000 354,000,000
States 530,000,000 600,000,000 674,000,000 530,000,000 Private Sector 4,640,000,000 5,211,000,000 5,821,000,000 4,680,000,000 Total 5,865,000,000 6,656,000,000 7,441,000,000 5,989,000,000
FEIN and D&B
SHI FEIN: 22‐3009648
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13 D&B Number: 61‐142‐9481 – SHI has included a copy of our D&B report as an Attachment to this response.
DISTRIBUTION, LOGISTICS
A. Describe how your company proposes to distribute the products/service nationwide.
B. Identify all other companies that will be invo lved in processing, handling or shipping the products/service to the end user.
C. Provide the number, size and location of your company’s distribution facilities, warehouses and retail network as applicable.
D. State any return and restocking policy and fees, if applicable, associated with returns.
E. Describe the full line of products and services offered by your company.
SHI Response:
SHI is proud of our tremendous network of distributors and partners. We maintain relationships with our large IT Distributors (Ingram Micro, Tech Data, and Synnex), as well as smaller, local distributors, and the manufacturers directly. With each transaction, we source from the supplier with inventory in the closest proximity to the customer and drop ship directly to their door. Most products are delivered within 3‐5 business days via UPS Ground.
Our extensive network allows reduced time to market for National IPA members and prospective members. In addition, we have our own integration center located in New Jersey that can provide warehousing and complete configuration capabilities when such a solution best meets your needs. Of course, we always take the opportunity to find cost savings for our customers – and National IPA is no different. In addition to leveraging our partner relationships for savings at the vision and design phases of an IT project, when quoting and sourcing product, our sales teams also request information from all of our distributors’ stock to obtain the best price for the National IPA member. In addition, we have sourcing specialists on our procurement team who monitor purchase orders with the partner and distributor community to ensure that no savings opportunities have been missed. In many instances, our sourcing specialists have the ability to aggregate purchases for a specific partner or product across multiple transactions or even multiple customers to realize a lower overall cost.
While SHI does maintain a warehouse/integration center in Somerset, New Jersey, it is our relationships with our major distributors that allow us to provide for efficient product delivery across the United States. This model reduces the overhead costs of maintaining our own additional warehouses. Our distribution model is important to SHI’s own internal cost structure and allows us to offer our customers a very aggressive pricing model. Our major distribution centers are located in:
Atlanta, GA
Chicago, IL
Dallas, TX
Fontana, CA
Fort Worth, TX
Jonestown, PA
Swedesboro, NJ
Los Angeles, CA
Memphis, TN
Miami, FL
Ontario, CA
South Bend, IN
Suwanee, GA
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14 SHI receives electronic feeds from these major distributors as well as the top publishers/OEMs in the industry. We include advertised list price in our catalog and have based our discounts off of this pricing.
All products will be offered to National IPA members at or below bid pricing for the life of the contract.
SHI’s return policy is customer‐centered – we will accept any request to return any unopened box up to 30 days after receipt, unless the manufacturer specifically has a no returns policy, in which case we note this to the customer. In order to request a return, a customer first contacts the customer’s dedicated sales team, via email, phone, or through the “Request Return Authorization Number” section on the customer/SHI.com website. Your Inside Account Manager then generates a return authorization (RMA) number and provides that to you with a shipping label or account number. Finally, the IPA customer writes the RMA number on their return box, ships it to SHI, and we process the return. In some cases, to expedite a return, SHI will arrange to have the return‐product picked up directly.
Once SHI receives the return, we will credit the customer’s invoice. If you request a replacement order, we work with you to expedite a replacement even before we receive the return.
Occasionally, Software Publishers may require a customer to fill out a letter of destruction. In these cases, SHI provides the form to the customer, who signs and returns the form. To help simplify and expedite the process, SHI takes care of the rest – processing the letter of destruction with the Software Publisher.
Rarely, a customer might receive an incorrect or damaged product; if this occurs, SHI accepts return of that product within 30 days, with no restocking fees, regardless of the package being opened.
At any point, if customers encounter issues with their products, the SHI Account Team is accessible and eager to help!
SHI has a diversified product line that includes a broad range of computer products and services.
Leading manufacturers have established SHI as an authorized partner. If awarded, National IPA contract users will benefit from having access to one of the most extensive IT product catalogs in the industry.
The following lists contain a snapshot of some of the manufacturers whose products SHI is authorized to sell. If, by chance, we are not authorized for a specific product line that is of interest to a member, we will work with the manufacturer to become authorized. Upon award, we will work with National IPA to create a catalog inclusive of all products/partners that you would like to include. 299
15 300
16 301
17 Sourcing Non‐Standard Products
SHI is committed to sourcing any product that our customers consider standard. In fact, one of our greatest strengths as a reseller has been our ability and willingness to source and purchase any product on our customers’ behalf. This process is fast and efficient. SHI allows our Inside Account Managers to source products themselves, and to add them to SHI’s product catalog without the assistance of another department. This means that a customer can request a product that does not currently exist in SHI’s catalog, and that your Inside Account Manager will provide pricing and enter the customer’s order within hours, rather than days.
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18 MARKETING AND SALES
A. Provide a detailed ninety ‐day plan beginning from award date of the Master Agreement describing the strategy to immediately implement the Master Agreement as your company’s primary go to market strategy for Public Agencies to your teams nationwide, to include, but not limited to:
i. Executive leadership endorsement and sponsorship of the award as the public sector go‐to‐market strategy within first 10 days
ii. Training and education of your national sales force with participation from the executive leadership of your company, along with the National IPA team within first 90 days
SHI Response:
SHI realizes the value of partnering with a widely respected organization like National IPA. Upon award this partnership would be immediately announced to the entire company, starting with our President and CEO, Thai Lee. This would be
done via email to Thai along with the rest of the SHI Leadership, both sales and internal support. In addition, we would post an article on SHI’s internal sharepoint site and announce on our upcoming all hands call.
SHI has retained a small business feel despite our growth. Denise Verdicchio, Sr. Director of Public Sector has worked for SHI for 22 years. She is personally working on this response and will continue to not only sponsor this partnership but will also be an active participant in creating and supporting all marketing plans. She, along with the rest of the Public Sector leadership, is fully committed to the success of this contract. National IPA and its members will benefit from this personal touch and commitment to success.
Ongoing training of our sales force on this contract will be critical to our success. Within the first week of award, SHI plans to have a call including all of our Public Sector Senior Leadership and Public Sector Marketing team as well as the appropriate sales, marketing, and contract personell for National IPA to create a specific design to enable our entire sales team. Discussion points will include:
Train and enable all SHI Public Sector Field Account Executives and leadership Train and enable SHI’s SM Sled Inside Account Executives and leadership Announce contract strategies such as social media, targeted email blasts, and press releases Facilitate current member market strategy
Facilitate perspective member market strategy
Create ongoing marketing plans.
We respectfully suggest having weekly touch point calls with Denise and the Public Sector marketing team until the contract is officially launched. Continuing monthly review calls over the life of the contract will allow us to stay focused, to analyze results for plans and strategies currently in place, to discuss new campaign and marketing ideas, and to review the overall success of the contract.
Since our Account Exectutives live all over the country, we find the most efficient way to conduct traning and enablement is with regional webcasts. There are on average 20 Account Executives per region so this will allow each call to have a more collaborative feel and allow for in‐depth questions and answers. 303
19 We would love to have National IPA conduct live traning sessions at our global headquarters in Somerset, NJ for our SM Sled organization as well as any local Account Executives. In addition, we would welcome the opportunity to present SHI’s overall capabilities to the National IPA team.
SHI would expect this initial training to take place within the first 60 days of contract award. From there, we can work closely with National IPA to create an ongoing training plan, including quarterly touchpoints with the Regional Teams. We would like to include the National IPA team on future in‐ person meetings to facilitate better relationships between our sales organizations.
Provide a detailed ninety‐day plan beginning from award date of the Master Agreement describing the strategy to market the Master Agreement to current Participating Public Agencies, existing Public Agency customers of Supplier, as well as to prospective Public Agencies nationwide immediately upon award, to include, but not limited to:
iii. Creation and distribution of a co‐branded press release to trade publications iv. Announcement, contract details and contact information published on the Supplier company website within first 90 days
v. Design, publication and distribution of co ‐branded marketing materials within first 90 days
vi. Commitment to attendance and participation with National IPA at national (i.e.
NIGP Annual Forum, NPI Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, etc.) and supplier ‐specific trade shows, c onferences and meetings throughout the term of the Master Agreement
vii. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by National IPA for partner supplie rs. Booth space will be purchased and staffed by your company. In addition, you commit to provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as directed by National IPA.
viii. Design and publication of national and re gional advertising in trade publications throughout the term of the Master Agreement
ix. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces, presentations, promotions, etc.) x. Dedicated National IPA internet web‐based homepage on Supplier website with:
National IPA standard logo;
Copy of original Request for Proposal;
Copy of contract and amendments between Principal Procurement Agency and Supplier;
Summary of Products and pricing;
Marketing Materials
Electronic link to National IPA’s website including the online registration page;
A dedicated toll free number and email address for National IPA
SHI Response:
In addition to our extensive sales force promoting this contract actively and on a daily basis with our current customer base and prospective customers, SHI intends to collaborate with National IPA on an extensive marketing plan. We understand the goal is to increase the number of entities that buy via 304
20 National IPA in all public sector verticals. We have a dedicated Public Sector Programs team with resources specifically identified to market and support growth for our national contracts such as National IPA. If SHI is awarded, the National IPA team, alongside Denise and the entire Public Sector leadership team, will work with the following people on this team in creation and execution of this marketing plan:
Scott Garrett
Public Sector Operations Specialist
[email protected]
Lauren Baines
Public Sector Marketing Specialist
[email protected]
We have prepared the below marketing plan but will remain flexible and open to collaboration post award. We are agile and will work quickly to execute the agreed upon plan.
First week:
Create a co‐branded press release and work quickly to distribute to agreed‐upon trade publications
Post announcement along with contract details and contact information to www.shi.com Begin design of co‐branded marketing materials including print, electronic, email, and presentations
Discuss publication and distribution plans, as well as a plan to distribute and follow up on leads Create social media strategy
Design and implement National IPA secured website on www.shi.com including National IPA logo, copy of original RFP, copy of contract and amendments, summary of products and pricing, marketing materials, a link to National IPA’s website, and all relevant contact information.
First month:
Complete design of co‐branded marketing materials
Finalize plans to publish and distribute
Begin distribution to current and prospective National IPA members Implement initial social media strategy
First ninety days:
Post announcement as a blog post to our widely read blog.shi.com series Complete training and enablement for SHI sales force
Complete publishing and distribution of initial marketing materials Analyze initial activity
Discuss next ninety day plan for marketing
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21 Ongoing:
Design and publish national and regional advertising in trade publications Market and promote the Master Agreement including case studies, presentations, campaigns, and blog posts
SHI participates in hundreds of trade shows, conferences, and meetings across the country. National IPA has our commitment to participate at specified shows as well as looking for additional opportunities to broadcast and promote our partnership.
Specifically, SHI will attend, exhibit, and participate at the NIGP Annual Forum alongside National IPA suppliers. We are happy to assist National IPA in promoting and marketing this event and look forward to collaborating on a plan that will drive attendance.
SHI currently provides seminars and workshops to our public‐sector customers across the country. We would be pleased to do the same for National IPA members. In all cases, we would work with you to determine the right topics, venue, timing, and participants. Some examples include:
Manufacturer Table Show – held annually, SHI will bring in manufacturers that currently do business with National IPA as well as emerging partners for a day of education and demonstration.
Technology Roundtables – this event brings together Public Sector IT Professionals and leading manufacturers to discuss current and future technology and how it can be used to solve problems or innovate solutions for the future.
Webinars – SHI frequently holds webinars for our customers. Topics range from Software Volume licensing (Microsoft EA, VMWare ELA), specific product features, and more broad solution areas.
Workshops – typically done in a half day, a workshop is meant to educate customers on all the aspects of a particular solution. One recent example is SHI’s Video Surveillance Workshop. We have presented this workshop in 13 cities across the country and have discussed challenges, technology, policy, and future considerations.
Summits ‐ SHI holds technology summits at our corporate headquarters in Somerset, NJ. Current summits include mobility and software asset management (held bi‐annually). The State is welcome to attend these at no additional charge.
Custom Events ‐ SHI will help National IPA coordinate any event that they believe will be beneficial to the participating entities.
In addition, SHI regularly publishes a widely read blog ‐ http://blog.shi.com/. Recent posts include information on audits, E‐Rate, VMWare VSphere Licensing Changes, and Microsoft O365 Productivity.
Immediately following is a sample marketing plan.
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23 308
24 B. Describe how your company will transition any existing Public Agency customers’ accounts to the Master Agreement available nationally through National IPA. Include a list of current cooperative contracts (regional and national) your company holds and describe how the Master Agreement will be positioned among the other cooperative agreements.
SHI Response:
SHI realizes that the transition process is essential to National IPA’s success. Below, please find a brief explanation, along with visual support, of SHI’s collaborative process. In order to make the transition smooth, efficient, and effective, the process described may be customized to best meet the each
member’s specific needs. For now, the SHI team recognizes six (6) areas of focus to help ensure National IPA’s transition is successful:
1. Manufacturer Supply and Pricing Agreements
2. Product Standards
3. Dedicated Account Team and Team Tools
4. Custom/Customer Specific Reports
5. Order Acknowledgement Customization
6. Non e‐Procurement Site Implementation: SHI.com
For each of these six areas, SHI and National IPA will work collaboratively on identified tasks to complete implementation of Information Technology Solutions. The breakdown of these tasks is outlined below.
Area of Transition
Manufacturer Supply and
Pricing Agreements
SHI Task to be Performed National IPA (member)
Task to be Performed
Create a contract/agreement
document in the SHI System
Identify source(s) of supply
Request/plan for routine
product/price updates from
any non‐automated price
feed from manufacturer
Set up customer specific
SKU’s as applicable
Create training/information
documents on customer
requirements for internal use
Publish customer terms,
pricing, contracts, and
processes and policies to
SHI’s Internal SharePoint site
for customer
Identify all existing
customer/manufacturer
agreements
Submit letter to
manufacturer naming SHI as
agent/reseller for customer
Identify customer policy for
manufacturer selection and
orders
Identify any IT refreshes
already in process so that SHI
is able to best assist
customer.
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25 Create customer‐ready
marketing efforts to inform
all authorized purchases
about the new contract
begin request authorization
process and identify SHI
requirements for any
applicable manufacturers
Area of Transition
Product Standards
SHI Task to be Performed National IPA (member)
Task to be Performed
Work with manufacturers or
distributors to set inventory
levels, if applicable
Flag standard products in
customer catalog at item
level
Place first inventory order, if
applicable
Create process
documentation and update
to SHI internal SharePoint
site
Set custom fields for
customer order entry to
identify and capture order‐
specific information that City
would like to maintain
Identify customer standards
Forecast volume on any IT
inventory requirements, if
applicable
Define non‐standard request
process for customer and SHI
approval validation for
processing, if applicable
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26 Area of Transition
Dedicated Account Team
and Team Tools
SHI Task to be Performed National IPA (member)
Task to be Performed
Introduce City of Mesa to its
dedicated sales team
Train all team members on
pricing and terms for City of
Mesa contract
Ensure that City of Mesa is
aware of best customer‐
specific email alias for their
use
Verify proper setup of team
folders in Outlook
Identify any specific
requirements for City
Area of Transition
Custom/Customer Specific
Reports
SHI Task to be Performed National IPA (member)
Task to be Performed
Define custom fields that City
of Mesa may wish to capture
Establish reporting schedule
Establish distribution list
Validate custom fields
transmitted in e‐procurement
and non‐e‐procurement
orders
Program data labels and list of
values in order entry to
capture information
Set order types: Standard,
non‐standard, replacement,
expedite
Submit report requirements
to Web Administration
Develop and test reports
Define custom fields that
City wishes to capture
Establish reporting schedule
Establish distribution list
Establish report layout and
report type/requirements
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27 Introduce and train City of
Mesa on SHI reporting tools
Set user permissions
Area of Transition
Order Acknowledgement
Customization
SHI Task to be Performed National IPA (member)
Task to be Performed
SHI account team customize
in SCII
Test order acknowledgement
documents
Define City of Mesa specific
content
Define intended recipients
of notifications, such as
Order of Acknowledgement
Area of Transition
SHI.com non e‐Procurement
site implementation
SHI Task to be Performed National IPA (member)
Task to be Performed
Define organization/site
requirements (process flow)
Define system users and set
up permissions
Design SHI.com customer
specific implementation
Define/build any additional
catalog requirements
Define SHI.com special
verbiage requirements
Connect users to City of
Mesa‐specific catalogues
Conduct user demonstration
and training sessions for City
of Mesa
Define organization/site
requirements (process flow)
Define system users and set
up permissions
Define approval process
and billing
process/requirements
Define catalogue content
Test system and processes
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28 C. Acknowledge that your company agrees to provide its company/corporate logo(s) to National IPA and agrees to provide permission for reproduction of such logo in marketing communications and promotions. Acknowledge that use of National IPA logo will require permission for reproduction, as well.
SHI Response:
SHI acknowledges and can comply.
D. Supplier is responsible for proactive direct sale s of Supplier’s goods and services to Public Agencies nationwide and the timely follow up to leads established by National IPA. All sales materials are to use the National IPA logo. At a minimum, the Supplier’s sales initiatives should communicate:
i. Master Agreement was competitively solicited and publicly awarded by a Principal Procurement Agency
ii. Best government pricing
iii. No cost to participate
iv. Non‐exclusive contract
SHI Response:
National IPA will benefit from SHI’s laser focus on being the best at delivering the products and services your members need. A dedicated approach to
the Public Sector business for the last twenty years has helped us to create solutions that are specific to the unique needs of State, Local, and Education customers across the country.
SHI’s Public Sector sales force will be actively promoting the availability of National IPA to customers and prospects across the country. With the assistance of our Public Sector marketing team, all leads that are generated will be followed up immediately. Any leads that come in, regardless of the source, are uploaded to our CRM database and assigned to an Account Executive. In addition, the lead is attached to a specific lead source so we have the ability to track ROI on various marketing strategies. The AE is then emailed to make them aware that a new lead has been published to them. The AE will document any activity with that customer in CRM. When appropriate, the lead can be transitioned to an opportunity and tracked through close.
SHI agrees that all joint sales materials for this contract will include the National IPA logo and reference the required information as required by this RFP.
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29 F. Supplier is responsible for the training of its national sales force on the Master Agreement.
At a minimum, sales training should include:
i. Key features of Master Agreement
ii. Working knowledge of the solicitation process
iii. Awareness of the range of Public Agencies that can utilize the Master Agreement through National IPA
iv. Knowledge of benefits of the use of cooperative contracts SHI Response:
SHI understands and agrees to train our national sales force on the Master Agreement. As discussed above, the sales leadership will be actively involved in ongoing training over the life of the contract.
Training will include key features of the agreement, working knowledge of the solicitation process, awareness of the Public Agencies that can utilize this agreement, and specific information on the benefits of this Master Agreement as opposed to other cooperative contracts available for use.
G. Provide contact information for the pe rson(s), who will be responsible for:
i. Marketing
ii. Sales
iii. Sales Support
iv. Financial Reporting
v. Contracts
SHI Response:
In order to provide the most seamless and efficient service to National IPA, we will be providing one primary point of contact. If other people are needed to address the situation, Scott will quickly make connections with the appropriate people and stay involved until the situation is addressed completely.
Scott Garrett
Public Sector Operations Specialist
732‐868‐5915
[email protected]
H. Describe in detail how your company’s national sales force is structured, including contact information for the highest‐level executive in charge of the sales team.
SHI Response:
As previously articulated, SHI has experienced tremendous growth in size and scope due to our customers' expanding needs. Our organic growth and over two decades of stability are a direct result of backing a highly‐skilled and tenured sales force with software volume licensing experts, hardware procurement specialists and certified IT services professionals.
In terms of organization, we have retained a small business feel in order to remain agile for our customers. We have few layers of management and empower our sales teams to make decisions that are in the best interest of their customers.
314
30 To ensure that we are meeting the needs of all Public entities, we have split our Public Sector business unit into three divisions:
Public Sector Field
SM Sled
Federal
Public Sector Field
The Public Sector field organization supports State Government, Local Government, K‐12, Higher Ed, and Public Healthcare entities across the country. Our sales teams are regionally aligned in order to provide local focus; subsequently, our Account Executives are able to live where they work. Each region is managed by a regional director who lives in that region.
Customers are supported by an Account Executive and a dedicated Inside Sales Team. Field territories are structured by vertical and geography. We have over 120 Account Executives (AE’s) who live and work in their territories. The emphasis is on having them be face to face with their customers as frequently as possible. We are in the process of expanding our field Account Executive team to ensure that each AE is focused on 25 accounts or less and in one specific vertical. This will enable us to continue to cater to the individualized needs of our customers.
Each Account Executive is supported by a team of Inside Account Mangers (IAM’s). This group totaling over 150 professionals is located in our global headquarters in Somerset, NJ. This team is also aligned to match specific regions so that everyone who is working with you will have sensitive knowledge of National IPA member’s regional environment and the nuances associated there. They are responsible for the day‐to‐day customer service questions such as order placement, order tracking, quotations, return authorizations, product information etc.
315
31 Denise Verdicchio
Sr. Director Public Sector
908‐884‐1389
[email protected]
Yara Ismail
Director of Enterprise Inside Sales – Public Sector
732‐537‐7240
[email protected]
SM Sled
The Small/Medium Sled division is focused on supporting the needs of the smaller K‐12, local government, and higher education institutions across the country to ensure personalized attention regardless of customer’s size. In this case, we have defined small as a K‐12 district with 7500 Students or less, a higher education institution with 1500 students or less, or a city/town with 50,000 population count or less. These customers often are overlooked by large resellers yet have the same need to stay current with technology as their larger counterparts. This division is based out of our global headquarters in Somerset, NJ. This team consists of 170 Inside Account Executives (IAE’s) who support their customers’ needs from start to finish. They are organized into the same six regions as the field team and both a manager and a team lead support each region. 316
32 317
33 I. Explain in detail how the sales teams will work with the National IPA team to implement, grow and service the national program.
SHI Response:
SHI has extensive experience administering contracts of this nature, and we are confident that we will exceed the requirements of the Scope of Work and Terms and Conditions. We take great pride in our ability to administer the agreement to the maximum benefit of the contract users.
The SHI sales team will work in conjunction with the National IPA sales team to promote the Master Agreement to both existing participating Public Agencies and prospective Public Agencies. As detailed previously in this response, the SHI Sales team will receive in‐depth and ongoing training on the Master Agreement. Public Sector sales leadership will be actively involved in implementing and servicing this agreement. The entire team is committed to growth and success of this contract.
SHI Account Executives will promote this agreement actively within their account base during regular face‐to‐face meetings and calls with customers and prospects. In addition, we welcome joint sales calls with the National IPA sales team.
Scott Garrett, the dedicated National IPA Public Sector Operations Specialist, will coordinate regular communications with our sales team and actively follow up on all campaigns. He can quickly distribute leads and connect the National IPA team with their correct counterpart on the SHI sales team. 318
34 We understand the intricacies of implementing and maintaining a contract of this nature, supporting multiple state agencies and municipalities. When we enter into an agreement of this magnitude, we take great care to implement support and service plans to meet the needs of each individual agency, city, county, township, school district and higher education institution.
J. Explain in detail how your organization will manage the overall national program throughout the term of the Master Agreement, including ongoing coordination of marketing and sales efforts, timely new Participating Public Agency account set‐up, etc.
SHI Response:
In addition to our extensive sales force promoting this contract actively and on a daily basis with our current customer base and prospective customers, SHI intends to collaborate with National IPA on an extensive marketing plan. We understand the goal is to increase the number of entities that buy via National IPA in all public sector verticals. We have a dedicated Public Sector Programs team with resources specifically identified to market and support growth for our national contracts such as National IPA. If SHI is awarded, the following team members will collaborate with the National IPA team to create and implement the marketing plan:
Scott Garrett
Public Sector Operations Specialist
[email protected]
Lauren Baines
Public Sector Marketing Specialist
[email protected]
Scott’s main focus will be onboarding and growing the National IPA contract vehicle. He will be responsible for coordinating calls and other communications between SHI Leadership and sales teams and National IPA. Having Scott in place will help us to stay focused on our joint goals and also to review success as we go so we can make changes as needed.
We have previously discussed our marketing plans in this response and fully expect to continue to generate new marketing and sales campaigns to continue to drive business over the life of the contract.
When there is interest from a prospective public agency we will work quickly with National IPA to get their account set up and introduced to their account team at SHI. Having Scott Garrett as the primary point of contact will help to ensure that this process is seamless for the customer.
K. State the amount of your company’s Public Agency sales for the previous fiscal year.
Provide a list of your top 10 Public Agency customers, the total purchases for each for the previous fiscal year along with a key contact for each.
SHI Response:
Immediately following are our top 10 Public Agency customers. SHI can provide additional information upon request.
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35 Customer Name Invoiced Revenue Buckets
Texas Seat Management 28,915,734.65 $50m ‐ $100m
MN Office of Enterprise Technology 20,015,880.01 $50m ‐ $100m NJ New Jersey Information Technology 18,827,813.44 $50m ‐ $100m Atos Governmental IT Outsourcing Services, LLC 17,093,142.56 $50m ‐ $100m Louisiana Office of Technology Services 17,072,810.99 $50m ‐ $100m KY Technology, Commonwealth Office of (Cot) 16,978,802.17 $50m ‐ $100m NY Department of Health 13,400,486.55 $50m ‐ $100m
City of New York NY 13,089,495.50 $50m ‐ $100m
County of Harris 12,760,337.44 $50m ‐ $100m
City of Houston 12,079,388.15 $50m ‐ $100m
L. Describe your company’s information syst ems capabilities and limitations regarding order management through receipt of payment, including description of multiple platforms that may be used for any of these functions.
SHI Response:
Regardless of the method of submission (email, fax, web), the order is routed to your dedicated Inside Sales Team for validation and the management of the order process. Upon receipt, the Inside Account Manager (IAM) will review the order to ensure that the order is complete and can be processed. If the order is not valid for any reason, the IAM will contact the customer within 2‐4 business hours to request any necessary information. If lower pricing is available, the IAM will inform the customer and pass the lower price on. In a case where a price has increased, SHI will honor the price if the quote is within 30 days of the original quote. If the quote has expired, SHI will make a best effort to work with the manufacturer to honor the price.
Your dedicated sales team will enter all valid orders on the same day they are received. An automatic order confirmation will be generated and sent to the end user listed on the purchase order, as well as any other contacts the customer has designated. We can customize the information on the order acknowledgement email and can include any and all information required by the customer. 320
36 Once an order is entered, it is then directed to SHI’s Procurement Department for processing. This team is then responsible for placing the order with the appropriate Distributor or Manufacturer. The orders are sent electronically and confirmed. All orders are placed within 24 hours of being received. Should there be a change in the delivery time, the Procurement team will notify the sales team immediately. At that point we will reach out to the end user to discuss options.
Should a product not be available at the time of order placement, the Inside Account Manager will reach out to the contact who placed the PO and advise that contact on all the options available. No substitutions will be ordered unless we have express, written authorization to do so by the end user.
Assuming there are no delays, the tracking number will be uploaded to the website upon shipping if/when provided by our vendors. In addition, the customer can opt to receive an advanced shipping notification which will be emailed automatically upon shipping of the product(s). See an example of the ASN below.
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37 SHI is able to customize our invoices to meet the needs of individual customers. If awarded, we will work with each customer to add necessary fields to our order entry system so that information will be captured on the invoice as well. A sample invoice is included for you below. Again, this can be customized to meet any requirements necessary.
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38 323
39 We have the flexibility to bill upfront, in arrears, or on a payment plan depending on the requirements of each purchase. We will have these discussions before the quote process takes place and confirm again before we enter the purchase order. In this way, we will alleviate incorrect billings. In the rare case that something is incorrectly billed, the customer can simply reach out to their sales team and they will work with our Accounting Department to correct.
SHI is able to accommodate sending either hard copy invoices, electronic invoices, or both. Summary billing is also available. We can accommodate changes to their preference at any time. Invoices will be sent only after the products have been delivered. Should we get an award, we would like to sit down with each National IPA customer to understand their requirements, typical acceptance procedures, and time frames.
SHI’s open architecture systems allow us to integrate with virtually any eCommerce platform, whether through market leaders or a proprietary solution. Ariba, Perfect Commerce, PeopleSoft, SAP and Oracle are the most popular applications supported by SHI. In general, SHI can support systems that use cXML (commerce extensible mark‐up language), or EDI (electronic data interchange) standards. This includes a wide range of applications, proprietary systems.
In addition, SHI supports the following Punch‐out types:
Ariba Punch‐out
Coupa
ePlus Procure+
Hubwoo
Oracle OAG and cXML Punchout
Perfect Commerce Roundtrip
PeopleSoft Direct Connect
SAP OCI Roundtrip
Sciquest
Verian ProcureIT
SHI’s order entry system, procurement system, and invoicing system are all standardized on AX. This allows for seamless process and maximum efficiency from order placement to billing. SHI has a team of AX developers in house to accommodate our various customers’ needs.
M. Provide the Contract Sales (as defined in Sect ion 10 of the National Intergovernmental Purchasing Alliance Company Administration Agreement) that your company will guarantee each year under the Master Agreement for the initial three years of the Master Agreement (“Guaranteed Contract Sales”).
$_______.00 in year one
$_______.00 in year two
$_______.00 in year three
To the extent Supplier guarantees minimum Contract Sales, the administration fee shall be calculated based on the greater of the actual Contract Sales and the Guaranteed Contract Sales.
SHI Response:
Per addendum #2, this information is not required. At this time, SHI prefers not to guarantee sales as we have no history or data with which to accurately determine these numbers. We are open to working with National IPA on forecasts in the future.
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40 N. Even though it is anticipated that many Public Agencies will be able to utilize the Master Agreement without further formal solicitation, there may be circumstances where Public Agencies will issue their own solicitations. The following options are available when responding to a solicitation for Products covered under the Master Agreement. i. Respond with Master Agreement pricing (Contract Sales reported to National IPA).
ii. If competitive conditions require pricing lower than the standard Master Agreement not‐to‐exceed pricing, Supplier may respond with lower pricing through the Master Agreement. If Supplier is awarded the contract, the sales are reported as Contract Sales to National IPA under the Master Agreement.
iii. Respond with pricing higher than Master Agreement only in the unlikely event that the Public Agency refuses to utilize Master Agreement (Contract Sales are not reported to National IPA). iv. If alternative or multiple proposals are permitted, respond with pricing higher than Master Agreement, and include Master Agreement as the alternate or additional proposal.
Detail your strategies under these options when responding to a solicitation.
SHI Response:
We understand that some public agencies will choose to conduct their own formal solicitations even though this Master Agreement is in place. In these cases, SHI will evaluate each situation as it arises. We will do everything we can to ensure that the resulting sales are priced at or below the National IPA pricing and reported to National IPA. It is our goal to make this contract as successful and widely used as possible and will not look to steer business away from it, even if the agency chooses to do a formal solicitation. SHI has put forth our most aggressive pricing to National IPA in this proposal. For this reason we believe that responding with this pricing will be the most widely used strategy (as described in i.). If a publisher/OEM offers competitive pricing, SHI will pass that pricing along and report those sales to National IPA (as described in ii.). It is highly unlikely for SHI to offer pricing higher than what is in the Master Agreement unless we were using the Master Agreement pricing as a comparison to show the value of this agreement (as described in iv.).
2. Provide a description of the product lines that can be provided by your firm.
SHI Response:
Currently, SHI collaborates with thousands of Hardware and Software partners and will provide National IPA access to the most extensive IT catalog in the industry. In addition, SHI continually adds vendors and products to our databases to allow our customers the most updated, comprehensive choices possible.
We are confident that our flexibility, extensive product offering, and our willingness to evolve along with Public Agencies’ changing needs, are unique strengths that SHI happily leverages for National IPA members. We will also reach out to new vendors upon request, or when we identify new technologies that we believe members will want to purchase.
Over the past decade IT has changed. Although there is still a need for commodity products, attention has turned more and more to building solutions that will solve customers’ needs. In response to shift, 325
41 and working within our customer‐centered foundation, we developed our Enterprise Solutions Group to include solution based support. This team has over 150 people who hold 3000+ certifications for various products and solutions. Their goal is to help address our customers’ needs, acquire the right technology, and adopt that technology into their environment to achieve the desired outcomes. This team can bring together resources to talk across an entire solution whether that be end user, datacenter, or security.
These teams are vendor neutral and use their breadth of experience to help tailor conversations that will be optimal for a customers’ specific environment. We engage our customers during the strategy and solution design phases of a project and assist with activities like strategic planning, assessments, white boarding, proof of concepts and obtaining demo units. Initiating conversations at this point in the conversation leads to a more optimized project and cost savings.
To help with the selection of product, equipment, and services (whether it be a Laptop, Desktop, All‐in‐ One, Tablet, or other device) the SHI Team provides National IPA members with a customized procurement website, allowing authorized end‐users to select from standard configurations and peripherals, as well as to provide necessary information to ensure a successful installation. The procurement website provides all service catalogs, approved hardware configurations, and inventory databases, allowing National IPA members to procure the best products for their needs.
National IPA members will benefit from SHI’s laser focus on being the best at delivering the products and services it needs, while continuing to keep our costs aggressive with our low overhead. A dedicated approach to the Public Sector business for the last twenty years has helped us to create solutions that are specific to the unique needs of State, Local, and Education customers across the country. Because we provide a neutral vendor approach – not valuing one vendor more than any other – and because we use our experience and breadth of knowledge to assist in finding the right technology to meet the specific requirements of your environment, we are confident we are the best choice as your IT Solutions Partner.
SHI included an overview of some of our top partners in our response to section 3.2 Distribution, Logistics we have also included an additional list in the Attachment section of this response. SHI is happy to provide additional information regarding partners or answer questions about procuring a specific product if needed.
3. Provide a description of the services that can be provided by your firm.
SHI Response:
In addition to an extensive product catalog, SHI offers a full range of services. Outlined below are some of the services SHI will work collaboratively on with National IPA members:
Software Procurement
COTS
Software Volume License procurement/management
Contract negotiation and optimization assistance
End User Computing
Mobility
Laptops
Tablets
Desktops
Systems Management
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42 Phones Unified Communications
Datacenter
Servers
Storage
Networking
Equipment
Converged Infrastructure
Cloud
Colocation
Security
Assessments
HIPPA Security
Vulnerability
Security Posture
Review (SPR)
Penetration Testing
Social Engineering
Policy Creation
Data Protection Solutions and Services
Firewall/UTM/NGFW Implementation
DLP/Encryption Implementation
Video Surveillance
Lifecycle Services
Acquisition
Deployment
Installation
Data Migration
OS Upgrades
Support
Recovery
Integration Services
Rack and Stack
Advanced
Configurations
Mobile Device Configurations
Asset Tagging
Image Deployment
Laser Etching
Activations
Kitting
Integrated Add‐on Components
Custom Label and Packing
Inventory Management
Connectivity Services
Voice
POTS
Mobility
UC Hosted PBX
SIP/PRI
Network and Data
Ethernet/Fiber
Wireless
SDN
PTP
MPLS
Cable/DSL
Specialized
Telecom Expense Management
Service Provider Assessment
Microsoft Services
O365
Active Directory
SCCM
Skype
Exchange
SharePoint
Windows
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43 Other Services
Project Management
Auxiliary Services
Partner Delivered
In addition to these myriad products and services, SHI can assist with technical evaluation of products as well. Evaluation may include full proof of concepts or simply obtaining evaluation units. In this way, we will enable National IPA members to make the best choices and scope each project appropriately.
Beyond just offering competitive pricing for products covered under this contract, SHI will strive to help National IPA members to avoid costs associated with selecting the wrong technology, or with project delays due to incorrect scope. In addition, we will review buying programs and conduct price modeling to ensure that the technology you choose is being procured in the best way possible and at the most aggressive price.
4. Provide a detailed description of any programs ava ilable for Participating Ag encies seeking to set and meet goals for historically underutilized busine sses (e.g. minority, woman, veteran, disabled, etc.). Discuss how transactions between offeror an d tier one suppliers and Participating Agencies and tier one suppliers will be tracked and account ed for and any quality assurance measures that are in place to assure a high‐performance standard for tier one suppliers.
SHI Response:
SHI’s Diversity Business Development initiative seeks to enhance business opportunities with companies whose corporate objectives include supplier diversity. As both a minority owned (MBE) and woman‐ owned (WBE) enterprise, SHI is the country’s largest MWBE provider of information technology products and services. SHI also maintains its own internal supplier diversity program and seeks to engage MBE and WBE suppliers to meet SHI product requirements and operational needs.
SHI International Corp is a 100% minority owned company and a Corporate Plus member of the National Minority Supplier Development Council (NMSDC). SHI is certified by the New York & New Jersey Minority Supplier Development Council of the NMSDC and recognized by the 24 other regional affiliates of the NMSDC including the Canadian Aboriginal and Minority Supplier Council (CAMSC). SHI is also a woman owned business and certified with the Women's Business Enterprise National Council (WBENC) and certified as a MWBE with California Public Utilities Commission (CPUC).
SHI International Corp holds current State Government Certifications in the following states, cities, or counties: Delaware, Indiana, Massachusetts, Missouri, New Jersey, Wisconsin, Virginia, North Carolina, Prince George’s County, Maryland, New York City, NY.
In 2004, SHI launched an executive initiative to increase SHI International Corp presence in the minority business community and established a diversity business development program. An executive‐level position was created to better meet the expectations of our customers for SHI's participation in their M/WBE development and 2nd Tier programs. SHI is the only M/WBE that maintains a fully‐staffed team dedicated to supplier diversity matters for our clients and vendor partners. Our team manages and distributes just over 175+ diversity spend reports to our clients today (see below). SHI continues to increase the number of diverse suppliers in SHI's Managed Partner Network which our internal operational requirements alongside accommodating our clients to meet their specific governmental, 328
44 educational and corporate diversity goals. In addition, we sponsor and support annually, on average, over 50 supplier diversity related events which include corporate client‐sponsored events that value diversity spend opportunities across the country. SHI is a Corporate Plus member and a sustaining annual contributor to the Business Consortium Fund of the NMSDC.
Diversity Spend Client Reporting
SHI tracks and reports 1st and 2nd tier spend with minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses and makes these reports available to all customers that track such spend. As a 6.8 billion dollar company, SHI reports these results to over 150+ of our customers on a quarterly basis.
MBE Partner Network & Initiative
SHI has an active program to recruit minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses as “Go To” partners for both SHI internal services and Client Services requests.
The success of this program is coupled with an executed Partner Teaming Agreement with several minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses, and we actively mentor several seeking to promote them not only internally, but also to other SHI customers. To date, these businesses have gained entrance to several of SHI customers as a direct result of SHI’s referral. Our diversity team engages our Director of Partner Network to attended supplier diversity events with the sole purpose to recruit additional “Go To” minority‐owned businesses.
Tier II Program
The growth, development, and mentorship of minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses is a commitment SHI regards as crucial to our major clients’ continued success. Capturing and retaining the loyalty of our clients who value diversity spend is an integral part of our professional services strategy and one which has mutual benefit. As a Large M/WBE, we continue to grow an effective Tier II program by accessing our Services Partner database using qualified certified minority, women, veteran and disabled/small disadvantaged/HUB Zone owned businesses where it complements our major clients overall supplier diversity program today.
SHI plays a key role as a Primary vendor or Tier I supplier to a vast number of our major business segment clients. Not only do we provide Tier I quarterly reports to 150+ clients, by customer request, we also provide Tier 2 reporting where the totals reflect a direct link to our customer procuring professional services through subcontract arrangement that is directly tied to the performed service for the client.
SHI understands there is value along with a continued commitment on your organization’s part to help increase your Tier 2 spend with minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses. In support of this commitment, SHI International is in partnership with these diversity businesses as our sub‐service providers to furnish your company when they meet your quality, service, and price standards.
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45 SHI International Corp continues to remain committed to growing its program and providing mentoring and support to fellow minority, women, veteran and disabled/small disadvantaged/HUB zone owned businesses.
5. Describe how your firm proposes to distribute the products/services nationwide.
SHI Response:
SHI is proud of our tremendous network of distributors and partners. We maintain relationships with our large IT Distributors (Ingram Micro, Tech Data, and Synnex), as well as smaller, local distributors, and the manufacturers directly. With each transaction, we source from the supplier with inventory in the closest proximity to the customer, and drop ship directly to their door. Most products are delivered within 3‐5 business days via UPS Ground.
Our extensive network allows reduced time to market for National IPA members and prospective members. In addition, we have our own integration center located in New Jersey that can provide warehousing and complete configuration capabilities when such a solution best meets your needs. Of course, we always take the opportunity to find cost savings for our customers – and National IPA is no different. In addition to leveraging our partner relationships for savings at the vision and design phases of an IT project, when quoting and sourcing product, our sales teams also request information from all of our distributors’ stock to obtain the best price for the National IPA member. In addition, we have sourcing specialists on our procurement team who monitor purchase orders with the partner and distributor community to ensure that no savings opportunities have been missed. In many instances, our sourcing specialists have the ability to aggregate purchases for a specific partner or product across multiple transactions or even multiple customers to realize a lower overall cost.
While SHI does maintain a warehouse/integration center in Somerset, New Jersey, it is our relationships with our major distributors that allow us to provide for efficient product delivery across the United States. This model reduces the overhead costs of maintaining our own additional warehouses. Our distribution model is important to SHI’s own internal cost structure and allows us to offer our customers a very aggressive pricing model. Our major distribution centers are located in:
Atlanta, GA
Chicago, IL
Dallas, TX
Fontana, CA
Fort Worth, TX
Jonestown, PA
Swedesboro, NJ
Los Angeles, CA
Memphis, TN
Miami, FL
Ontario, CA
South Bend, IN
Suwanee, GA
6. Identify all subcontractors that will be involved in processing agency orders under this contract and describe their distribution/delivery processes.
SHI Response:
SHI is not using any subcontractors as part of this contract; however if SHI needs assistance with distribution/delivery processes, SHI has an Elite Partner Network that we call upon for service delivery on occasion. We consider this partner network our “burst” partners for those times when we do not have the SHI FTE to deliver on a project.
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46 SHI has each potential partner fill out an extensive qualification checklist. This list is used to vet the types of services offered, certifications held, overall experience, and where they are able do business.
One of our top priorities is confirming that our partners’ resources are certified for the work we are sub‐ contracting them to perform. Please note that our practice managers/SAs/Program Managers will be asking for proof of certification as needed.
We will inform National IPA in advance of any subcontractor that we intend to use.
7. Provide the number, size and location of your firm ’s distribution facilities, warehouses, and retail network as applicable Provide information on the prod uctivity of your facilities and systems as follows:
a. How many orders are processed daily on an average
b. How many devices does your facility configure daily on an average c. What is the highest number of orders processed in a single day d. What is the highest number of devices config ured in a single day from the facilities described
SHI Response:
As described above, SHI utilizes a network of distributors and partners. SHI’s internal procurement team process an average of 6000 orders per day.
SHI Integration Center, Piscataway, NJ
400 orders for configuration, per day.
1800 units per day
3000+ is the highest number of orders processed in a single day Depending on the configuration and device types considered, we have processed orders for over 3000 in a day, and configured over 40,000 units in a month.
On average, our top three distributors process 21,000 orders per day with a max of 36,000 in a day at peak time
8. State any return and restocking policy, and any fees, if applicable associated with returns.
SHI Response:
SHI’s return policy is customer‐centered – we will accept any request to return any unopened box up to 30 days after receipt, unless the manufacturer specifically has a no returns policy and we have noted this on the quote. In order to request a return, a customer first contacts the City of Mesa’s dedicated sales team, via email, phone, or through the “Request Return Authorization Number” section on the City of Mesa/SHI.com website. Your Inside Account Manager then generates a return authorization (RMA) number and provides that to you with a shipping label or account number. Finally, the City of Mesa customer writes the RMA number on their return box, ships it to SHI, and we process the return. In some cases, to expedite a return, SHI will arrange to have the return‐product picked up directly.
Once SHI receives the return, we will credit City of Mesa’s invoice. If you request a replacement order, we work with you to expedite a replacement even before we receive the return.
Occasionally, Software Publishers may require a customer to fill out a letter of destruction. In these cases, SHI provides the form to the City of Mesa customer, who signs and returns the form. To help 331
47 simplify and expedite the process, SHI takes care of the rest – processing the Letter of destruction with the Software Publisher.
Rarely, a customer might receive an incorrect or damaged product; if this occurs, SHI accepts return of that product within 30 days, with no restocking fees, regardless of the package being opened.
At any point, if customers encounter issues with their products, the SHI Account Team is accessible and eager to help!
9. Describe your invoicing process. Is electronic invo icing available? Is summary invoicing available? Are there other options on how an agency receives an invoice? SHI Response:
SHI is able to accommodate sending either hard copy invoices, electronic invoices, or both. Upon award, we will work with the National IPA members to understand preferences and set up the account accordingly. We can accommodate changes to preferences at any time. An invoice will be sent only after the products have been delivered and accepted by the member. Should we get an award, we would like to sit down with the National IPA and each member to review any additional requirements and provide our recommendations based on best practices with other customers.
10. Describe your delivery commitment:
a. What is your fill rate guarantee?
b. What are your delivery days?
c. Do you offer next day delivery?
d. How do you facilitate emergency orders?
e. Are shipping charges exempt for ALL who use this contract? f. Describe how problems (such as a customer ordering a wrong product or a customer receiving a defective product; etc.) are resolved.
SHI Response:
SHI relies on our extensive distribution network for the large majority of our shipments. On average, across our largest distributors, our fill rate is between 93%‐100%. In most cases, where we are not filling orders on time, it is due to constrained items. In these cases, we notify the customer immediately and either source from a different distributor at the same cost to customer, continue to wait, or cancel the order based on what the customer wishes to do.
Most products are delivered within 2‐5 days of being ordered. At the time of quoting and again at order placement, the SHI sales team will inform the end‐user of the exact delivery timeframe expected.
Should this change, we will notify the customer immediately upon learning of any changes. We will communicate with the customer however they prefer but typically, communications of this type are done via email. Updates will be provided at least every 24 hours, or on an agreed upon time frame, until the product is delivered.
When there is a delay, SHI will provide any alternatives available. Alternatives may include a different distribution source, comparable products, cancelling the order, or potentially discounting to account for the delay.
Shipments are made Monday through Friday. Next day and Saturday delivery are available for in‐stock items but are subject to a shipping fee and will require that the order be received before the cut off time 332
48 (dependent on time zone). SHI will handle shipping in the same way for any and all National IPA member, regardless of size and location. Standard shipping will be covered but special delivery requirements or expedited shipping may be subject to an additional charge.
If there is ever an issue with delivery, such as the wrong or defective products, the customer simply needs to request a return by reaching out to the Inside Account Manager or by navigating to the “Request Return Authorization Number” section of the custom IPA website.
Describe the types of customer service available to agencies that use this contract:
a. Is online support available?
b. Is phone support available?
c. Can agencies request a dedicated serv ice representative and/or a dedicated service team? If a dedicated customer service representative and/or team are assigned, what types of services does the representative/team provide? How do you help the customer manage our account?
d. How are problems resolved?
e. What are the location and hours of your call centers? f. What response time is gu aranteed when a customer service request is made? g. Do you measure/track the success of your customer service program? If so, how do you do this, and what are your findings?
h. Describe in detail your company’s ability to hold/warehouse customers’ orders and if there are any cost associated.
SHI Response:
SHI provides a comprehensive customer support plan to ensure we are meeting each customer’s needs.
Customers are supported by a dedicated Account Executive and a dedicated Inside Sales Team. Field territories are structured vertically and geographically. We have over 120 Account Executives (AEs) who live and work in their territories. Their emphasis is on ace‐to‐face connections with their customers as frequently as possible. We are in the process of expanding our field Account Executive team to ensure that each AE is focused on 25 accounts or less and in one specific vertical. This will enable us to continue to cater to the individualized needs of our customers.
The field based Account Executives are responsible for meeting with their customers in person as often as possible and for the overall relationship between the customer and SHI. In addition, they can bring in resources as needed, be it SHI’s own Field Solution Engineers or other subject matter experts or OEM specific resources.
SHI’s Account Executives are empowered to make decisions around the support of their customers, and they have the autonomy to resolve issues as they arise. Because our Account Executives are responsible for ensuring customer satisfaction, SHI is able to provide high quality customer service and ensure efficient and effective response to questions and issues. In addition, the SHI Regional Directors are engaged with the account teams to provide executive‐level support and to meet with customers as needed.
Each Account Executive is supported by a team of Inside Account Mangers (IAMs). This group totals over 150 professionals and is located in our global headquarters in Somerset, NJ. This team is also aligned to 333
49 match specific regions so that everyone who is working with you will have sensitive knowledge of National IPA member’s regional environment and the nuances associated there.
SHI’s Inside Account Managers maintain direct relationships with the customers and have the responsibility of ensuring customer satisfaction. Functional areas such as pricing, availability, order entry, tracking, returns, product information, and expediting of orders are an integral part of their daily activities. They execute the plan established by the Account Executive for a customer. The IAMs all have experience working exclusively with Public Sector accounts and they are regionally assigned support for the customers.
The sales teams can be reached on line via the National IPA custom website or via email/phone.
Upon award, each National IPA member will be provided with information about the account team that is dedicated to support them. Following a support plan for City of Mesa. A similar plan will be put together to IPA members.
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50 SHI realizes the need for timely information in order to keep projects moving forward. The first step will be clearly defining SLAs that meet the needs of National IPA members. As requested, SHI has outlined the following SLAs. If awarded, the SLAs will be reviewed and mutually agreeable standards established. 335
51 Email & Phone requests – Acknowledge with response within 2‐4 hours Orders – Process orders within 24 hours of receipt
o Exceptions may apply when additional information is required Pending request – Daily updates (every 24 hours)
SHI provides support to our customers between the hours of 8:00AM – 7:00PM in every time zone. We are only completely closed on New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Support is available every other business day of the year. In addition, your custom web catalog is available 24 hours per day, 7 days per week.
Problems are typically escalated to management for immediate review and action. Customers are provided with a Path of Escalation, to ensure they can engage with management on any pending items or issues which may arise. If customers are unable to locate their Path of Escalation, they can click on the link at the bottom of all IAM email correspondences, which reads “How was my service? Contact – [email protected]”. This will also escalate all issues directly to Senior Management for immediate action.
Once an issue has been escalated, management will set up a call to help get all affected parties on the same page, and follow up with regular updates until resolution.
We are including a sample escalation path for City of Mesa. Each IPA member would receive an escalation path that includes their specific team information.
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52 Escalation Point Responsibilities Response Time
Inside Account
Managers
Rob DiGiovanni, EJ
Williams, Jason
Mitchell
Day‐to‐Day customer service questions, such
as order placement, order tracking, quotations,
return authorizations, licensing questions, etc.
Within 4 business hours, with
at least status on resolution, if
not with the final resolution.
Account Executive
Amelia Jakubczyk
Overall management of the relationship
between SHI and the customer. Has the
authority to take into consideration special
circumstances to make exceptions to SHI’s
general policies.
Within 4 business hours, with
at least status on resolution, if
not with the final resolution.
Inside Sales Manager
Corrin Bennett
Responsible for the management of the daily
activities of the Inside Account Managers.
Within 4 business hours, with
at least status on resolution, if
not with the final resolution.
Director Inside Sales
Manager
Yara Ismail
Management of the Inside Account
Managers. Escalation point for any over‐all
quality concerns at SHI.
Within 8 business hours with
either status or resolution.
Regional Director,
Public Sector Sales
Alison Turner
Management of the Account Executives. Has
the authority to approve contract terms and
conditions and to make exceptions as deemed
appropriate.
Within 8 business hours with
either status or resolution.
Senior Director of
Public Sector Sales
Denise Verdicchio
Executive authority to approve terms and
resolve issues.
Within 8 business hours with
either status or resolution.
SHI believes in regular and transparent communication with our customers. Our Account Executives meet with the City of Mesa and individual contract users to review their business with SHI. During these review meetings, we discuss purchase history, as well as the customer’s future plans. With open discussions, SHI can provide tremendous value in supporting future initiatives and will engage the support teams as needed to meet the customer’s goals and objectives.
As part of our customer care, we encourage and actively solicit customer feedback. Our Director of Quality, Bernadette Hunsikcer, collects customer comments and concerns to ensure they are addressed and resolved as quickly as possible. SHI sends an annual customer satisfaction survey to request feedback on our performance and the services we provide. By soliciting feedback, we remain in touch with our customers’ needs.
We have a World Class Support Incentive Program for IAMs who receive positive feedback from customers and partners. IAMs who receive three compliments will receive $150 to their net pay with unlimited payout potential. Compliments can be sent through the [email protected] email or in any form directed at complimenting the IAMs service and support. 337
53 SHI can hold inventory of products in our warehouse, at no additional charge to the customer, for thirty days. After the initial thirty days, SHI may charge a small inventory fee. We may also require the customer to sign a purchase guarantee. All of these factors would be discussed up front with the customer before a purchase is made.
11. Describe how your company will assist customers in navigating OEM warranty process.
SHI Response:
SHI will pass on any included Manufacturer warranties at the time of purchase. In addition, we will educate the end‐user on any and all available extended warranty, maintenance, and service programs at the time of quote. Should the customer have the need to use the warranty SHI can facilitate the interaction between the customer and the OEM. We will gladly provide any contact information, process information, or assist in escalating with the OEM when necessary.
SHI can offer 3rd party, non‐manufacturer warranties that will allow our customers to extend the life of mission critical devices with world‐class service and support.
12. Describe how your firm will notify customers of new products.
SHI Response:
In addition to aggressive pricing, will provide National IPA members with product and technology expertise to help ensure that you stay up to date on the latest technology changes, product roadmaps, product transitions, and current manufacturer programs. As a successfully functioning partnership is based on communication, SHI proposes scheduling regular review meetings with each customer. The purpose of these meetings will be to discuss all aspects of the partnership including but not limited to the following:
Product Roadmaps
Forecasting of Product Requirements
Future Product and Services
Industry trends and updates
SHI Account Executives are supported by our Hardware and Advanced Solutions and Software Licensing teams which consists of vendor‐dedicated subject matter experts. This team not only ensures that we are delivering the most up to date product and technology information in a timely manner but also that we are providing access to the best pricing, programs, and levels available to National IPA members.
For example, a current trend in education is creating learning spaces that support creativity, collaboration, innovation, and critical thinking. Based on this trend, we provide ongoing facilitation to our sales teams around the latest technology specific to education. Our Account Executives then bring this information to their clients and help engage them in a conversation about how they can make use of this technology in their environment. We bring internal or partner‐based resources to their doorstep to talk over product roadmaps and transitions and how these may impact future plans.
We publish content frequently. Our widely read blog (blog.shi.com) features articles about Public Sector focused technology, software publisher licensing programs, and more. Links to some recent blogs are included below:
https://blog.shi.com/solutions/3‐educational‐technology‐resources‐help‐new‐teacher/ 338
54 https://blog.shi.com/software/what‐education‐customers‐must‐know‐about‐adobes‐licensing‐changes/ https://blog.shi.com/software/microsoft‐extends‐office‐365‐proplus‐education‐benefits/ https://blog.shi.com/hardware/classroom‐upgrades‐high‐tech‐teachers/ We have worked in conjunction with the Center for Digital Government and the Center for Digital Education to publish relevant articles such as a Guide to Choosing Digital Content and Curriculum, as well as sponsoring other quality content like the Top 10 Higher Ed IT issues of 2017. http://www.centerdigitaled.com/paper/Guide‐to‐Choosing‐Digital‐Content‐and‐Curriculum‐41458.html http://www.centerdigitaled.com/higher‐ed/Top‐10‐Higher‐Ed‐IT‐Issues‐of‐2017.html SHI can and will add relevant content to the website on a regular basis. This may include product announcements, product end‐of‐life information, support information, or promotions, webinar or special event invitations, and other industry news that will be of interest to the IPA/City of Mesa. SHI will notify IPA of any information before it gets posted.
Please see screen capture below for a sample of our News and Announcements page.
In addition, SHI currently provides seminars and workshops to our public sector customers across the country. We will be pleased to do the same for National IPA and their members. In all cases, we will work with you to determine the right topics, venue, timing, and participants. Some examples include:
Manufacturer Table Show – held annually, SHI will bring in manufacturers that currently do business with the State as well as emerging partners for a day of education and demonstration. 339
55 Technology Roundtables – this event brings together Public Sector IT Professionals and leading manufacturers to discuss current and future technology and how it can be used to solve problems or innovate solutions for the future.
Webinars – SHI frequently holds webinars for our customers. Topics range from Software Volume licensing (Microsoft EA, VMWare ELA), specific product features, and more broad solution areas.
Workshops – typically done in a half day, a workshop is meant to educate customers on all the aspects of a particular solution. One recent example is SHI’s Video Surveillance Workshop, held in 13 cities across the country, in which we discussed challenges, technology, policy, and future considerations.
Summits ‐ SHI holds technology summits at our corporate headquarters in Somerset, NJ. Current summits include mobility and software asset management (held bi‐annually). National is welcome to attend these at no additional charge.
Custom Events ‐ SHI will help IPA and City of Mesa coordinate any event that they believe will be beneficial to the participating entities.
13. Describe how your company will assist and support customers when their standardized is reaching EOL (end of life).
SHI Response:
We understand that a standard reaching end of life requires careful planning to avoid disruption. Our customers receive end of life information early via regular and transparent communication. Once a standard is identified as reaching end of life, we will meet with the customer to discuss options. These may include extending warranty through a third party and continuing to use the product, conducting a buy out and using those funds towards procuring new product, or transitioning/migrating to a new solution. We will engage the customer in a strategic planning session to offer all options and help determine the best course of action.
At times, having a product reach end of life presents a unique opportunity to save money. Your Account Team will monitor the lifecycles of your standard hardware. When a product is coming to End of Life, SHI can often purchase the products at substantially lower pricing. Your Account Team will bring these opportunities to the attention of the National IPA customer in order to determine the timing of the specials versus the timing in which the customer is looking to purchase the products. SHI can hold inventory for these products in our warehouse, at no additional charge to the customer, for thirty days. After the initial thirty days, SHI may charge a small inventory fee. We may also require the customer to sign a purchase guarantee. All of these factors would be discussed up front with the customer to help them make the determination whether an end of life buy‐in is an appropriate cost saving measure.
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56 14. Describe if technical support questions are handled the same way as a customer service request? If not, describe the type(s) of technical support available, the location of technical support, and the hours of technical support. Is it the intent to use employees of your company or will this be an outsourced function?
SHI Response:
Technical support is not handled in the same manner as customer service. Typically, technical support is handled directly by the OEM/Publisher. In these cases, SHI can assist in getting the customer connected to the right person at the OEM/Publisher.
SHI does offer technical support/helpdesk services for an additional fee.
Customers don't always have, on staff, the expertise needed for the spike in the number of calls to their Help Desk when deploying new technologies or upgrading versions of existing technologies. For many, having the option to funnel that increase in calls to a turn‐key solution provided by a third party is much more attractive than increasing internal head‐count.
In addition, outsourcing this service can increase overall productivity. Having a resource that can not only answer problems but can also provide end users with user‐based tips and tricks can decrease employee downtime.
SHI Technical Support provides your customers Tier 1 Help Desk support for inquiries related to technology deployment, everyday usage and upgrades covering multiple manufacturers. In addition to everyday applications such as Office or Acrobat, this support can be expanded to cover a customer's custom applications. If needed, SHI Technical Support has the ability to provide higher technical and engineer level support for those same technologies.
SHI offers:
Phone support with a live technician or engineer
Options for 8x5 or 24x7 support coverage
Knowledge support for all software publishers as defined in the supported products list Optional components that include training modules, knowledge‐based websites, engineering time and health checks.
Describe what other services you offer that would be applicable to this contract (e.g., cloud, services, maintenance, implementation, design, analysis, training, repair, etc.) SHI Response:
Customer Innovation Center
The SHI Customer Innovation Center is an 8,000 square‐foot secure data center that lets your team evaluate and compare how hardware, software and cloud technologies from various OEMs and providers will perform in your environment.
Compare state‐of‐the‐art equipment from SHI’s partners ‐ or ship us your own ‐ to design architecture and test proof‐of‐concepts while collaborating with your own staff or IT industry experts.
SHI has worked with some of our top partners to help make our vision of an independent, multi‐vendor environment with technologies from leading manufacturers a reality. Manufacturers’ products that are 341
57 part of the SHI CIC today include: HP, Dell, EMC, Cisco, NetApp, Veritas, APC, Tripp Lite, Eaton, Pure, Tintri, Nutanix, Lenovo, VMware, Microsoft, Brocade, qLogic, Emulex.
Customers can participate in:
Demonstrations – evaluate product features and functions in a real working environment Bake‐offs – compare products under workloads
Proofs‐of‐concept – Test next generation equipment without disrupting your datacenter Hands‐on training – get a deep dive walkthrough from our solution architects.
The CIC is staffed with trained team members who are knowledgeable on the products and the solutions. As technology advances and changes, the SHI CIC will follow ensuring that we have the products and demonstrations that our customers want to see.
When IPA/City of Mesa is ready to evaluate solutions and products, whether it is Virtualization, Cloud Integration, or the latest EUC products, your dedicated account team will work with you to schedule time and develop a plan with the CIC so you can see the best options in the industry, and choose the right solutions based on observation, not speculation.
In addition, we coordinate Executive Briefing opportunities for customers as desired. In these cases, we partner with the manufacturers of interest and hold the briefing at their location. For instance, we have hosted customers at the Lenovo’s Briefing Center in Raleigh, North Carolina, Microsoft’s Briefing Center in Seattle, Washington, and Dell’s Briefing Center in Austin, Texas.
Cloud Solutions
Organizations are moving the cloud faster than ever. Identifying workloads, improving cloud service levels and optimizing cloud performance are all challenges, and SHI has created a variety of services to assist with this transition.
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58 Software Maintenance Administration/Renewal Management Services SHI has built a tool in response to our customers’ needs around expiring warranties, support agreements, and product maintenance programs. The Renewal Organizer, available as a value add to SHI customers only, and at no additional cost, compiles your technology renewals in a centralized, rolling 36‐ month timeline for simplified budgeting and renewal management. The tool is delivered via an interactive on‐line portal, with 24/7/365 availability. Each renewal box will contain information relelvant to that renewal such as:
Contract start date
Contract end date
Contract Number
Customer PO.
Through this tool we are able to offer National IPA/City of Mesa proactive management of maintenance, warranty, and support plans will safe both time and money. All products purchased through SHI with an expiration date of any kind will automatically be loaded into the Commonwealth’s renewal organizer.
Quotes will automatically be sent to the Commonwealth 90 days before the expiration of the service.
IPA’s and City of Mesa’s account team will them actively work with the end user to go over options.
Regular follow up will continue until the PO is placed or the end user indicates that they are no longer interested in renewing the maintenance or support agreement.
Following is an example of what a customer can expect to see using the PRO Timeline:
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59 In order to be able to provide this level of detail for our customers, SHI collects the maintenance expiration date in our order entry system each time a customer purchases product maintenance.
Through our Renewal Organizer, SHI provides visibility and clarity around renewals to each agency, thus complementing the workflow of their own software and hardware renewal lifecycle efforts. These efficiencies support our customers’ existing operating processes, and in some instances SHI’s Renewal Organizer service even replaces or fills a void in our customers’ existing workflows, freeing up our customers’ time for other activities. If City of Mesa takes advantage of our PRO timeline it will receive the following benefits:
Improved management of technology and renewals, as SHI provides proactive notification of maintenance renewal periods for all relevant technologies in your environment Improved budgeting and ordering efficiencies
More support (road maps, licenses options, potential for volume purchasing) Reduce overall maintenance spend by avoiding unnecessary costs associated with selecting a less‐than‐ideal buying program or pattern (e.g., contractual vs. transactional buying programs, individual purchases vs. leveraging cumulative spend, etc.) Reduce overhead (makes it much easier to manage multiple suppliers) Simple setup, SHI guides customers through the onboarding and acquisition stage No cost and no risk to initiate the service
Assistance with negotiating with the manufacturers to co‐term maintenance or warranty contracts, when permitted by the manufacturers’ programs
15. Describe options for leasing and financing and the various payment methods accepted.
SHI Response:
SHI offers flexible leasing plans for hardware and finance plans for software to ease upfront costs and increase IT flexibility. More and more customers are moving away from owning IT and moving into the business of IT. SHI financing can help them seamlessly make this shift. SHI has an internal leasing and financing group which allows us to be extremely flexible in terms of payment options and paperwork. 344
60 We can accommodate almost any payment method/schedule and will work with the customer to construct a plan that best suits their needs.
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61 TAB 3 ‐ PRICING FORMS.
The cost portion of the Response should include the following criteria:
1. Provide price proposal as requested on the Pricing Document (Attachment A – “National” TAB) attached herein. In addition to indicating your proposed discounts on the Price Page, you must also apply those discounts to the sample items listed in the City’s Market Basket listed in Attachment A.
2. Propose and provide details of additional discounts or rebates for volume orders, special manufacturers’ offers, free goods program, total annual spend, etc.
SHI Response:
SHI has included the necessary pricing forms as a separate document to our response.
All discounts articulated here represent the minimum discounts off SHI Advertised List Price; actual discounts may be significantly higher.
The comprehensive SHI offering for National IPA consists of all hardware, software, and services available to our customers in the public sector marketplace. The discount structure offered to National IPA is based on our Advertised Price List which can be located on www.shi.com. In many cases, SHI Advertised List Price already reflects a substantial discount off of Manufacturer Published List prices. Given the breadth of manufacturers and products that SHI offers, there will be many opportunities for SHI to secure additional discounts for eligible contract users. We work to provide your contract users with the most advantageous pricing available, above and beyond the minimum discounts offered, whenever possible.
SHI prides ourselves on being honest and transparent with our customers especially when it comes to pricing. We base our discount structure on SHI Advertised Price as this is a verifiable source. We do not inflate this Advertised Price for RFPs in order to make our discounts appear larger. Other vendors may use MSRP or Publisher List price, which can be unreliable as a pricelist may not exist for every product, a pricelist can change from day to day, and a pricelist can be inconsistent depending on where you source the information from. When a vendor manipulates contract language in this manner or uses a loose definition of cost, it results in an increase in profit for them and higher prices for customers.
If awarded, SHI is willing to provide complete transparency over the life of the contract as it relates to our costs and what we charge National IPA customers.
In addition, SHI welcomes the opportunity to discuss our price offering for National IPA in more detail, and we are willing to offer alternate pricing models at your request.
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62 TAB 4 ‐ QUALIFICATIONS. (ABILITIES, EXPERIENCE AND
EXPERTISE).
The following information should be included:
1. Provide a brief history and description of your firm. Discuss firm’s national presence in the IT solutions industry.
SHI Response:
SHI has provided an answer to this question in the Attachment D portion of this response.
2. Provide the total number and location of sales persons employed by your firm.
SHI Response:
SHI has provided an answer to this question in the Attachment D portion of this response as it relates to our capabilities to support a National Contract. The City of Mesa has a dedicated account team that includes the following team members:
Account Executive ‐ Amelia Jakubczyk: Amelia develops relationships with representatives throughout City of Mesa in support of all the City’s IT needs. Amelia will conduct face‐to‐face meetings to understand the City’s needs; will establish a customized service and support plan; and will construct a pricing strategy critical to the City’s development. Amelia will respond to inquiries for resolution within 4 business hours; she has worked in this area for over 5 years.
Regional Director, Public Sector West – Alison Turner: Alison coordinates the efforts of the Account Team in direct support of the City of Mesa and is the point of contact for any issues that arise and need escalation. With over 20 years in the industry, and with experience working in Education and Government during that time, Alison has the expertise and customer focus necessary to implement an exceptional Information and Technology Solutions and Services contract for the city. Alison will respond to inquiries within 8 business hours.
Inside Account Managers (IAMs) — Rob DiGiovanni, EJ Williams, and Jason Miller: SHI’s Inside Account Managers maintain direct relationships with the customers and have the responsibility of ensuring customer satisfaction. Functional areas such as pricing, availability, order entry, tracking, returns, product information, and expediting of orders are an integral part of their daily activities. They execute the plan established by the Account Executive for a customer. There are three Inside Account Managers mentioned above who support City of Mesa; they all have experience working exclusively with Public Sector accounts, and specific experience with Maricopa County.
These three Inside Account Managers report to Corrin Bennett, Inside Sales Manager. Corrin has been with SHI for eight years, and has been both an Inside Account Manager and a Sales Operations Manager.
Customer service is very important to Corrin, and she is always happy to assist the team as needed.
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63 3. Provide the number and location of support centers (if applicable).
SHI Response:
SHI has provided an answer to this question in the Attachment D portion of this response.
4. Provide Public sector sales figures for 2014, 2015 and 2016 and the percentage mix of hardware, software, and services
SHI Response:
SHI has provided an answer to this question in the Attachment D portion of this response.
5. Please submit your FEIN and Dunn & Bradstreet report.
SHI Response:
SHI has provided an answer to this question in the Attachment D portion of this response.
6. Provide a summarization of your experience in performing work similar to that outlined in this solicitation.
SHI Response:
Founded in 1989, SHI International Corp. is a global provider of technology products and services. Over the past 28 years, SHI has evolved from a $1 million “software‐only” regional reseller into a global, full lifecycle provider of technology, services, and solutions. SHI is ranked 9th among CRN's Solution Provider 500 list of North American IT solution providers. With over 3,500 employees worldwide, SHI is the largest Minority and Woman Owned Business Enterprise (MWBE) in the United States.
SHI International Corp. is headquartered in Somerset, New Jersey and has 30+ offices worldwide. As a privately held company, we have remained under the same ownership since 1989, and most Vice Presidents and Managers have been dedicated to SHI for more than 15 years.
SHI has been focusing on the specific needs of our Public Sector customers for over 20 years. Our first state‐wide contract was awarded in 1994; since then we have continued to build and focus on the specific needs of public sector customers.
Today our Public Sector business unit consists of over 300 team members who are dedicated specifically to public entities across the country, allowing SHI to build connections and partnerships with each entity and to dive deeply into the infrastructure, procurement, and regulation obstacles that they face. For 2016 SHI reported earnings of $7.5B, which demonstrates 15% growth over 2015. We are projecting earnings of $8.2B for 2017 continuing to show substantial YoY growth. SHI has a financially strong and stable business model that has proven itself over time. Providing a compelling value to our entire customer base, SHI is able to offer the most advantageous pricing models of our top 4 competitors, while simultaneously maintaining our profitability with the lowest overhead cost structure in the industry.
SHI has had the pleasure of serving the City’s software and product needs since 2011. Our relationship with the City began with the award of the previous WSCA SVAR Contract and has continued since using other cooperative contracts. SHI’s value to the City comes from our extensive expertise in understanding complex licensing, determining the best products for the City’s needs, customer service and overall ease of use. To date the City has spent $6.6m with SHI, mostly in software and some miscellaneous products. 348
64 We value the relationship with the City of Mesa and look forward to serving the City’s needs for years to come.
7. Provide a minimum of three references for which your firm has provided the same solution (please include company name, address, contact person, phone number, email address and dates of service). References from other public agencies, particularly municipal governments, are preferred.
SHI Response:
SHI has provided references on Attachment C, which can be found later in this response.
8. Provide resumes and three references (preferably from the public sector) for the primary customer service representative(s). Resume(s) shall include their title within the organization, a description of the type of work they would perform, the individuals' credentials, background, years of experience and relevant experience, etc. References should include the contact’s name, phone number, email, position, organization, and the work which the Offeror performed for the reference.
SHI Response:
Immediately following are the resumes for the SHI team that is dedicated support for the City of Mesa. If necessary, SHI can provide specific account team information for IPA customers.
SHI is providing the following three references for Amelia. Should additional information be needed or references for other team members be required, SHI will be happy to assist where possible.
Arizona Department of Administration – State of AZ
Deputy State Procurement Administrator
Terri Johnson
602‐542‐9122
[email protected]
Amelia worked closely with Terri Johnson as the former Contract Administrator for the WSCA SVAR Contract. Amelia had regular cadence calls/onsite visits with Terri to conduct quarterly reviews, provide industry knowledge and assist with any customer related inquiries/challenges. From Terri, “Amelia – was the original point of contact regarding the SVAR contract for AZ starting in 2011. Through her initiative and the focus of SHI corporate, Amelia was able to assist the state through a seamless transition from one contract set to another. Amelia personally took the time to establish points of contact and customer relationships within the State agencies. SHI corporate was instrumental in hiring additional staff as needed to ensure full coverage for the state and its cooperative members.” Arizona Department of Transportation
Steve West, CIO
C: 602‐690‐4209
[email protected]
Amelia has worked with Steve West throughout his tenure within Arizona Government, most recently with the Arizona Department of Transportation. Projects include a large HP hardware refresh, 349
65 discovering and managing large license agreements and acting as a trusted advisor in the reseller community.
State of Nevada, Nevada State Purchasing
Marti Marsh, Purchasing Officer
775‐684‐0180
[email protected]
Amelia has worked closely with Marti Marsh of the Nevada State Purchasing Office since 2011. During this time Amelia served as the main point of contact on multiple statewide contracts Marti is responsible for: Former WSCA SVAR, NASPO SVAR, NASPO HP, Lenovo, EMC, NetApp, Cisco, etc.
Immediately following are resumes for the City of Mesa Team. Should additional information be needed, SHI will work to provide where appropriate.
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66 351
67 352
68 353
69 354
70 355
71 9. Provide information regarding if your organization ever failed to complete any work awarded.
SHI Response:
356
72 We are proud to report we do not have any failed projects. With each project we strive to do our best, and although we realize perfection is rare, we work closely with our customers to review and discuss how we can improve our processes, products, and services to help ensure our continued evolution and success.
10. Provide information regarding if your firm, either presently or in the past, has been involved in any litigation, bankruptcy, or reorganization.
SHI Response:
SHI has not been involved in litigation, bankruptcy, or reorganization.
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73 TAB 5 – TECHNOLOGY.
1. Describe your website and the ease‐of‐use for customers to perform the following types of tasks:
a. to search for products
b. to find alternate products (if a certain product is not available) c. to perform side‐by‐side price comparison of products d. to order products
e. to track order status, to include backordered items
f. to determine when an item was received and who received it g. to restrict/block the ordering of certain line items and to restrict/block the ordering of groups
h. to create approval paths/levels for orders, to include creating an approval path for restricted items
i. to create a “favorites” list or subscribed purchases other personalized list of frequently ordered items
j. to create a “shared” list for an agency to use
k. to obtain online customer service
l. to receive online training
m. to accept credit card payment (and describe the level of data offered; also describe your security measures for credit card orders)
n. to track their budget for purchases
o. to generate reports
SHI Response:
SHI’s ecommerce site was developed in house. As such, it is one of the most flexible tools in the industry. In addition, we offer approval routing that allows for one user to create and send a quote to another user for approval. Also, quotes that are requested via email, fax, or phone can be published by the Inside Account Managers to the ecommerce site for visibility and future reference.
While the master catalog will be available to all participating entities, each individual customer under this contract will also have the opportunity to request their own customized product catalog based upon any customer‐specific needs. Custom catalogs are built based on input from the customer’s IT standards groups, via the definition of base systems and permitted options, and licensing programs.
SHI.COM Public Sector catalog (https://www.publicsector.shidirect.com/) is a public walk‐up site and requires no password. It has been available to the public for over 16 years. SHI hosts a public page for each individual state and vertical. In addition to the public site link, SHI will provide City of Mesa a custom e‐commerce site. This personalized, password‐protected site is accessible only to authorized users, determined by City of Mesa. The City’s web portal will display only the products and other website requirements that are part of this contract.
SHI’s web‐based procurement platform provides the latest in functionality and the best in user‐friendly interface. SHI.COM also offers functionality designed specifically for business‐to‐business. Whether used as a stand‐alone procurement system or integrated with your own current procurement systems, 358
74 SHI.COM provides the functionality and customized user experience needed to manage IT procurement workflow.
If awarded, SHI’s web administration team will work with the key stakeholders at City of Mesa to integrate with any e‐Procurement catalogs whether state‐hosted or punchout (roundtrip). This process typically takes about 1 week.
Above is a sample screenshot that shows what the City’s custom e‐commerce site might look like. Upon receipt of contract, your site will be configured to fit all of the contract requirements. If the City wishes to view this site please go to https://www.publicsector.shidirect.com/, select “Sign in” on the top right hand side of the public site. A drop down box will appear. Click “Register” to be directed to the new user registration page seen below.
You will select “Yes” when asked if you have a token and access key. Your token is 90949 and your access key is MU5XB2J3PL. Once you enter these you will be asked to create a user name and password. Once complete you will be directed to the site. Today the site is in development and as such only shows sample products and pricing. Upon award, we will work with you to create a custom catalog, add appropriate contract numbers, and the additional content desired by the City.
The SHI Ecommerce Specialists are available to provide training to those employees authorized to access contract pricing and information at SHI.COM. SHI can schedule trainings based on the customer’s level 359
75 of access to the site. Upon award of contract, your Account Executive will work with the customers to determine the program and schedule that would work best for them.
Your Catalog
With thousands of manufacturers represented, your product catalog is fully customized to reflect contracted products and pricing available through SHI, as well as special pricing programs for which you are eligible, such as licensing programs or other volume programs. The catalog can be as broad or as narrow as you need to fit your needs.
After log on, the customer can search by using a variety of criteria:
Keyword search
Browse manufacturers
Browse by product category and type
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76 Commonwealth Standards
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77 362
78 View Product Details
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79 Add Products to the Shopping Cart
From here, a user who has not yet logged in can manage the items in the shopping cart, continue to shop, or finalize the purchase (if the user clicks “checkout”, SHI.COM requires the user to log into the system). If the user has logged into SHI.COM, he is presented with the additional options to save the items as a quote or to send the shopping cart to your SHI Sales Team to obtain an “official” SHI quote.
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80 Saved Quote
The saved quote remains valid on SHI.COM for thirty days. At any time within those thirty days, the user can change/add to the items saved in the quote or send the contents of the quote (with saved pricing) back to the shopping cart to finalize the purchase.
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81 Configuring a System
The process of selecting and configuring a product begins when the user clicks a configurable system in Search Results or within featured products. The systems are displayed with a picture, summary of its characteristics, and price before adding options. SHI.COM presents all products in the same fashion, with consistent groupings of options by category.
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82 Customize the System
Prior to adding the product to the Shopping cart, the user is brought given the option to configure the base system with options designated as acceptable by the City of Mesa. The user simply clicks on the options he wants included in the final product.
As options are selected, SHI.COM updates the general availability of each configuration based upon the availability of each component. As the user adds and removes components to the base system, SHI.COM calculates an estimated time to ship to the user. SHI.com also tells the end user what selected component is contributing the longest lead‐time. This is designed to allow the end user to make informed decisions based upon their particular needs: for some users, getting a useable system quickly may be more important than obtaining a particular option or upgrade that would delay the production of the machine.
Checkout Process
SHI provides an easy to use Checkout Process that can be customized to your specifications:
Users can save addresses to an address book for easy selection of the appropriate ship‐to address
Custom Data Collection—we will create fields where we can collect the information you need about the purchases your employees make—department, project code, cost center, etc. For our Terms Customers—enter a PO number and for our Credit Card Customers—use the security of PayPal to complete your purchase
367
83 See the freight and estimated taxes based on the shipping address entered
If additional information needs to be captured with each hardware purchase. Therefore, SHI has designed an “interview page” in which SHI can collect all of the pertinent information. The interview page will be completely customized to collect the information as required by the City of Mesa. If additional information isn’t required, this step would be skipped in the order process.
368
84 When the user has completed the interview page, SHI will then request the ship to address and any additional Email addresses for employees who should receive notices regarding this order (i.e. order acknowledgment, ship notification, etc.)
Approval Routing
Only authorized users will be able to submit orders on SHI.com. However, if the City of Mesa would like to allow agencies to request products, but not to place orders, SHI has support for approval routing through SHI.com. Using our approval routing, end user can select the products they wish to purchase and submit their selection as a requisition. With support for as many levels of approval routing as required, SHI.com will forward the requisition to the appropriate people to obtain approval.
Once the order is approved, the requestor (and anyone else listed to receive notices) will receive an Email stating that the requisition has been approved and will be processed at SHI. At this time, the order will upload into SHI’s internal order processing system.
Order Status
Obtain order status information and tracking details for the orders that you process with SHI. SHI.com provides a wide range of search options to quickly and easily locate the order in which you are interested.
369
85 The following screen shot shows the order search results.
The following demonstrates the tracking details available.
370
86 Within the City’s dedicated page, authorized users can:
Save/retrieve a price quotation using a state agency supplied unique quotation identifier(s). The agency should be able to save the price quotation as a .pdf document Modify a previously saved price quotation, including adding additional products, changing product quantity, removing or deleting products, and “refreshing” product prices Re‐save price quotation following modifications
Print price quotation
View quotes that were originally requested via email, fax, or phone and created by the Inside Account Team.
SHI provides online order status and reporting for all orders placed with SHI, whether the orders are submitted online or directly to the Account Team. Access to the order information is controlled by the permissions assigned to each individual user name. The order data is tied to a specific customer account, and the individual accounts are then grouped together to accommodate reporting groups that match the customer’s organizational hierarchy. For example, individual departments can be grouped with cities and counties to allow reporting across an entire local government entity or an entire State.
Additionally, SHI tracks all contract data at the highest level of the hierarchy, allowing us to provide reports across the entire City of Mesa contract.
In short, SHI makes it simple for all contract users to access the reporting information that they need.
Whether the reporting requirement is for a single agency looking for the history of their purchases only, or if the City of Mesa that wants to understand statewide purchasing trends, the process to access that report is fast and intuitive.
The following lists the standard fields that are available within a standard, detailed report today via the State’s ecommerce site today:
Customer Name Manufacturer Name Manufacturer Part Number Product Description Version Operating System
Media Language Product Type
License Program License Pool License Level
License Point Value Maintenance Term Maintenance Time Remaining UNSPSC Number UNSPSC Segment UNSPSC Family
UNSPSC Class UNSPSC Commodity Order Date
SHI Order Number Invoice Number Ship Date
SHI Part Number Quantity Unit Price
Extended Price Customer PO Ship to Company
Ship to Address Ship to City Ship to State
Ship to Zip Code
371
87 In addition to the data fields above, SHI will create customized data fields for any customer who wishes to capture additional information, and the customer would then have access to reporting based upon those additional fields. This custom capability is helpful for tracking purchases, expenditures, and chargebacks. SHI works with each individual account to understand reporting requirements and to ensure we continue to meet and exceed those requirements.
The City of Mesa and IPA can identify Procurement Officers or others that can be granted a higher level of access, allowing them to run reports and view activity across authorized users.
The level of access any user has is determined by the permissions assigned. The Account Teams and SHI’s Web Administration Team works with the customer to understand their needs for user authorization and access to information. Those users who only need access to their own purchase history are limited.
Likewise, those users who need higher level will have the appropriate access rights.
The SHI eCommerce Specialists are available to provide training to those employees authorized to access contract pricing and information at SHI.com. SHI can schedule trainings based on the customer’s level of access to the site. Upon award of contract, David Rounds will work with the customers to determine the program and schedule that would work best for them. SHI will also work with the City of Mesa to define and establish an Employee Purchase Program. We will create a separate and secure site for employees to purchase products at the State contract prices.
2. Describe additional functionality offered by your website. Provide screen shots, a demo “CD/jump drive,” a demo URL, a manual, etc., or any other format that will aid the City in our evaluation of your website.
SHI Response:
If the City wishes to view this site please select “Sign in” on the top right hand side of the public site, https://www.publicsector.shidirect.com/ A drop down box will appear. Click “Register” to be directed to the new user registration page seen below.
You will select “Yes” when asked if you have a token and access key. Your token is 90949 and your access key is MU5XB2J3PL. Once you enter these you will be asked to create a user name and password. Once complete you will be directed to the site. Today the site is in development and as such only shows sample products and pricing. Upon award, we will work with you to create a custom catalog, add appropriate contract numbers, and the additional content desired by the City. 372
88 The SHI Ecommerce Specialists are available to provide training to those employees authorized to access contract pricing and information at SHI.com. SHI can schedule trainings based on the customer’s level of access to the site. Upon award of contract, your Account Executive will work with the customers to determine the program and schedule that would work best for them.
3. Describe any national awards and/or other recognition that your website has received.
SHI Response:
While we take pride in the design and usability of our website, our primary focus is always on the needs of our customers rather than on external recognition. With that in mind, we are extremely proud that this year alone we have won 10 awards for exceptional service in three distinct categories: partnership, supplier, and employer – including the prestigious Citi Lean Partner Award and Microsoft US Public Sector 2017 Partner of the Year – largely in part because of the efforts and dedication our team puts toward our public and partner/procurement websites. Our success as a partner in the Public Sector, in fact, stems from the personalized procurement websites, standard with most SHI contracts, which allow authorized end‐users a vast selection from standard configurations and peripherals, as well information to ensure successful installations. These custom, procurement websites provide customers with all service catalogs, approved hardware configurations, and inventory databases, which in turn allow our customers to procure the best products and product support for their needs.
4. Describe the hours your website is available? What are your hours of downtime, such as for system maintenance?
SHI Response:
The website is available 24 hours a day. Downtime is minimal and if a major system repair is necessary SHI works to schedule it at a time that will be of least inconvenience to our customers. We will also notify customers of any planned downtime in advance.
5. Does your website offer real time product availability? SHI Response:
Yes. Please see the information provides above regarding our website for a complete overview.
6. How does your company leverage your website to inform customers of the additional savings that may be available?
SHI Response:
SHI can customize our web page to include any information that National IPA/City of Mesa would like to see. In this case, we can publish additional savings opportunities for specific products on the home page of the catalog or highlight products that have savings opportunities within the catalog itself.
SHI can and will add relevant content to the website on a regular basis. This may include product announcements, end of life information, support information, or promotions, webinar or special event 373
89 invitations, and other industry news that will be of interest to City of Mesa. SHI will notify City of Mesa of any information before it gets posted.
The contents of SHI’s web site and the catalog are kept up to date using data feeds from our suppliers.
We make daily updates to product information, availability, and pricing; ensuring that contract users are always accessing the latest products and at the correct price.
7. Describe the types of email confirmations that your website generates. What events trigger an email going to the customer?
SHI Response:
SHI acknowledges this requirement and can comply.
SHI will acknowledge all orders received within 2 hours of receipt. All orders will be placed within 24 hours of receipt. Upon placement, the end user will receive an order placement acknowledgement via email. A sample of that is included below. We can customize the information on the order acknowledgement email and can include any and all information required by the State.
374
90 Describe the registration process to set up new customers for your online ordering process. Is self‐ registration available? If an agency does not want self‐registration, are you available to assist in the registration process?
SHI Response:
Yes self‐registration is available. Customers can go to https://www.publicsector.shidirect.com/ and then follow the instructions below.
A customer will select “Sign in” on the top right hand side of the public site. A drop down box will appear. Click “Register” to be directed to the new user registration page seen below.
If a customer has token, they can enter it. If not then when they select No, they will be taken to another site to register. Once you enter, you will be asked to create a user name and password. Once complete you will be directed to the site.
The SHI Ecommerce Specialists are available to provide training to those employees authorized to access contract pricing and information at SHI.com. SHI can schedule trainings based on the customer’s level of access to the site. Upon award of contract, your Account Executive will work with the customers to determine the program and schedule that would work best for them.
8. Describe if your website can be customized for an agency’s specific needs, such as placing our logo on your website, associating an agency blanket purchase order number on all orders, creating a bulletin board or other place to display customized messages, displaying approved configurations, naming certain fields (i.e., user defined fields, ability to include budget information), etc.
SHI Response:
SHI acknowledges this requirement and can comply.
SHI can and will add relevant content to the website on a regular basis. This may include logos, product announcements, end of life information, support information, or promotions, webinar or special event invitations, and other industry news that will be of interest to the City. SHI will notify the City of any information before it gets posted.
Please see screen capture below for a sample of our News and Announcements page. 375
91 9. Describe the types of online reporting that are available. Is customized reporting available? SHI Response:
SHI fully understand s your need for flexibility in reporting, as well as your need for reports from the highest organizational level to the most granular. We have created our databases to remain flexible enough to be able to incorporate any organizational structure and to provide reports on any level within the organization. We begin with the most granular reporting level, this can be by department or local government entity and then SHI groups the ordering units to the statewide level. In addition, we capture the contract number, allowing us to run a report across all purchases made under the contract. SHI has the capability to collect customized data fields, which can be established at the State Level, the Agency Level, and /or per individual customer. We are pleased to offer both standard and customized reports to the State, in addition to the required reporting above.
All reports can be set up on a subscription basis and will be delivered automatically daily, weekly, quarterly etc. In addition, the State will have a dedicated account team that will be able to review and discuss purchases and reporting whenever there is a need.
These standard reports provide an overview of your purchases from SHI. Our system allows for the tracking of Customer Specific Fields, therefore we are able to generate these reports in many ways. SHI will provide these reports in any time frame that you require, and in one of three formats: detail of all transactions, summary by part number, or summary by manufacturer name. Spend by Manufacturer – summary of total dollars spent in period with one specific manufacturer, all manufacturers, or a sub‐set thereof.
Spend by Product – summary of total dollars spent in period for one specific product, all products, or sub‐set thereof.
Spend by Product Type – summary of total dollars spent in period for shrink‐wrap versus licensing or by UNSPSC.
376
92 Spend by Organization, Enterprise, Conglomerate – again, each of the above reports can be pulled based on a specific organization, enterprise or conglomerate
10. Describe your online return process (if available).
SHI Response:
All damaged or DOA product will be taken back with no restocking fees.
If it has been longer than 30 days, SHI will make a best faith effort to accommodate the return.
SHI’s return procedure is simple. The customer simply needs to request a return by reaching out to the Inside Account Manager or by navigating to the “Request Return Authorization Number” section of the States website. The IAM will take the necessary information and give the customer a Return Authorization Number. A shipping label or account number will be provided by SHI to the customer if physical product is being returned. The end user then has to write the RMA number on the outside of the box and ship it back. In some cases, SHI can arrange to have the product picked up.
Software Publishers may require that a letter of destruction be filled out and signed by the customer. In these cases, SHI would provide the form to the end user and request that they sign and send back. SHI will then hand le processing with the Publisher. Once the valid return is received by SHI we will credit the invoice. If a replacement order is desired we will work with the end user to get that process started before the return is received to increase efficiency.
377
93 Should the City have any issues or questions with a product return, they can contract their Account Team for assistance.
For an online return, customers will access the Order Details page and complete the requested information as shown in the screen shot below.
11. Describe any third‐party integration that you have successfully implemented. For example, is your website integrated with any third‐party procurement, financial, or purchasing/credit card systems? Is there a cost for these services?
SHI Response:
Integration with eCommerce
SHI’s open architecture systems allow us to integrate with virtually any eCommerce platform, whether through market leaders or a proprietary solution. Ariba, Perfect Commerce, PeopleSoft, SAP, and Oracle are the most popular applications supported by SHI. In general, SHI can support systems that use cXML (commerce extensible mark‐up language), or EDI (electronic data interchange) standards. These systems includes a wide range of applications and proprietary systems.
In addition, SHI supports the following Punch‐out types:
378
94 Ariba Punch‐out
Coupa
ePlus Procure+
Hubwoo
Oracle OAG and cXML Punchout
Perfect Commerce Roundtrip
PeopleSoft Direct Connect
SAP OCI Roundtrip
Sciquest
Verian ProcureIT
12. Describe your strategic vision for your website – i.e., Is new functionality expected to be added? If so, describe the functionality and the timeline for implementation. How often is the web redesigned? As technology evolves (for example, new search engines are more robust), does your website evolve, too? Etc.
SHI Response:
New functionality and technology is continuously being evaluated and updated as customer needs evolve. The same holds true for our overall website design. SHI also listens closely to our customers and their feedback regarding the use of the site and we strive to incorporate those changes.
379
95 TAB 6 ‐ OTHER FORMS.
The following forms should be completed and signed:
1. Vendor Information form
2. Exceptions & Confidential Information form
3. General Questionnaire form
4. Lawful Presence Affidavit
5. Respondent Certification form (Offer and Acceptance)
6. Respondent Questionnaire
7. W‐9 Form. All responses should include a fully completed, current W ‐9 form. Failure to include the W‐9 will not disqualify your response, however the W‐9 must be submitted to the City prior to the execution of any contract pursuant to this Solicitation. (h ttp://www.irs.gov/pub/irs‐ pdf/fw9.pdf)
SHI Response:
Immediately following are the forms that were requested as part of this RFP. SHI agrees to provide any additional forms if necessary as part of a final award.
380
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385
Respondent Company Name/ DBA: SHI International Corp
Years in business providing similar services: 28 years
Contractor’s License No(s): Type:
(Submit a copy with the Response)
SHI is currently registered to do business with the City of Mesa and the State. Upon award, we can provide any additional information as requested.
Number of employees at location that would serve under a contract from the Solicitation:
Provide names, contact and telephone numbers of th ree (3) organizations that have received similar services from your company. At least one reference should be comparable in size to the City’s proposed contract.
Firm/Government Agency Name: Arizona State Procurement Office | State of Arizona Contact Person:
Terri Johnson, Deputy – State Procurement
Administrator
Phone:
602-542-9122
Address:
100 North 15th Avenue, Suite 402
Phoenix, AZ 85007
Fax:
E-Mail Address:
[email protected]
$ Value of Work, Supplies/Services and Dates Provided:
$75m annually. Software, Annual Mainteance. Related Professional Services April 2011 – September 30 2016
Firm/Government Agency Name:
University of Texas Systems Supply Chain Alliance
Contact Person:
Jason Stanford, Manager, Contracts
Phone:
713-563-1021
Address:
7007 Bertner Ave.
Houston, TX 77030
Fax:
E-Mail Address:
[email protected]
$ Value of Work, Supplies/Services and Dates Provided:
$20m annually. Computer Peripherals, Software, Storage, Servers, Networking equipment, and Related Services. July 1 2014, 5 year agreement with 3 year extension option.
Firm/Government Agency Name:
Maricopa County Materials Management
Contact Person:
Brian Walsh, Procurement Officer
Phone:
602-506-3243
Address:
320 W. Lincoln St.
Phoenix AZ 85003
Fax:
E-Mail Address:
[email protected]
386
$ Value of Work, Supplies/Services and Dates Provided:
$6m annually. Technology Products including Software, Storage, Servers, Networking Equipment and Related Services.
List any other information which may be helpful in determining your qualifications for a potential contract:
At SHI, our success is based on a foundation of customer centricity and transparency. Our approach to Lee County School District will be based on these same values. Every member of the SHI team is dedicated to helping our customers and providing world class support throughout the entire engagement.
SHI intends to provide the District with a seamless, transparent, and cost effective solution for all of your hardware, software, and service needs. Over the life of the contract, SHI will work to identify ways that the District can reduce your expenditures on IT software, hardware, and services.
Technology changes fast, and SHI is a technology business partner that has demonstrated the ability to change along with it, through continued service evolutions and process improvement.
SHI is excited about this opportunity to work with the City of Mesa and National IPA. We look forward to meeting with the review board to further discuss our capabilities.
387
ATTACHMENT D
Requirements for National Cooperative Contract
To be Administered by
National Intergovernmental Purchasing Alliance Company
The following documents are used in evaluating and administering national cooperative contracts and are included for Supplier’s review and response.
National IPA Exhibit A – NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
National IPA Exhibit B – NATIONAL IPA ADMINISTRATION AGREEMENT, EXAMPLE
National IPA Exhibit C – NATIONAL IPA MASTER INTERGOVERNMENTAL
COOPERATIVE PURCHASING AGREEMENT, EXAMPLE
National IPA Exhibit D – NATIONAL IPA PRINCIPAL PROCUREMENT AGENCY
CERTIFICATE, EXAMPLE
National IPA Exhibit E – NATIONAL IPA CONTRACT SALES REPORTING TEMPLATE
National IPA Exhibit F – NATIONAL IPA ADVERTISING COMPLIANCE REQUIREMENT 388
Requirements for National Cooperative Contract
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- RESPONSE FOR NATIONAL COOPERATIVE CONTRACT
1.0 Scope of National Cooperative Contract
1.1 Requirement
The CITY OF MESA, AZ (hereinafter de fined and referred to as “Principal Procurement Agency”), on behalf of itself and the National Intergovernmental Purchasing Alliance Company (“National IPA”), is requesting proposals for INFORMATION TECHNOLOGY SOLUTIONS. The intent of this Request for Proposal is that any contract between Principal Procurement Agency and Supplier resulting from this Request for Proposal (her einafter defined and referred to as the “Master Agreement”) be made available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through National IPA’s cooperative purchasing program. The Principal Procurement Agency has executed a Principa l Procurement Agency Certificate with National IPA (an example of which is included as Exhibit D) and has agreed to pursue the Master Agreement. Use of the Mast er Agreement by any Public Agency is preceded by their registration with National IPA as a Participatin g Public Agency in National IPA’s cooperative purchasing program. Registration with National IPA as a Participating Public Agency is accomplishe d by Public Agencies entering into a Master Intergovernmental Cooperative Purchasing Agreement, an example of which is attached as Exhibit C. The terms and pricing established in the resulting Master Agreement between the Supplier and the Principal Procurement Agency will be the same as that available to Participating Public Agencies through National IPA.
All transactions, purchase orders, invoices, payments etc., will occur directly between the Supplier and each Participating Public Agency individually, and neither National IPA, any Principal Procurement Agency nor any Participating Public Agency, including their respective agents, directors, employees or representatives, shall be liable to Supplier for any acts, liabilities, damages, etc., incurred by any other Participating Public Agency.
This Exhibit A defines the expectations for qualifying Suppliers based on National IPA’s requirements to market the resulting Master Agreement nationally to Public Agencies. Each section in this Exhibit A refers to the capabilities, requirements, obligations, and prohibitions of competing Suppliers on a national level in order to serve Participating Public Agencies through National IPA.
These requirements are incorporated into and are considered an integral part of this RFP. National IPA reserves the right to determine whether or not to make the Master Agreement awarded by the Principal Procur ement Agency available to Participating Public Agencies.
1.2 Marketing, Sales and Administrative Support
During the term of the Master Agreement National IPA intends to provide marketing, sales and administrative support for Supplier pursuant to this section 1.2 that directly promotes the Supplier’s products and services to Participating Public Agencies 389
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
through multiple channels, each designed to promote specific products and services to Public Agencies on a national basis.
The National IPA marketing team will work in conjunction with Supplier to promote the Master Agreement to both existing Participating Public Agencies and prospective Public Agencies through:
A. Marketing collateral (print, electronic, email, presentations) B. Website development and support
C. Trade shows/conferences/meetings
D. Advertising
E. Social Media
F. Sales Team Support
The National IPA sales teams will work in conjunction with Supplier to promote the Master Agreement to both existing Partic ipating Public Agencies and prospective Public Agencies through:
A. Individual sales calls
B. Joint sales calls
C. Communications/customer service
D. Training sessions for Public Agency teams
E. Training sessions for Supplier teams
The National IPA contracting teams will work in conjunction with Supplier to promote the Master Agreement to both existing Participating Public Agencies prospective Public Agencies through:
A. Serving as the subject matter expert for questions regarding joint powers authority and state statutes and regulations for cooperative purchasing B. Training sessions for Public Agency teams
C. Training sessions for Supplier teams
D. Regular business reviews to monitor program success
E. General contract administration
Suppliers are required to pay an administrative fee of 1.0 % of the greater of the Contract Sales under the Master Agreement and Guaranteed Contract Sales under this Request for Proposal. Supplier will be required to execute the National IPA Administration Agreement (refer to Exhibit B).
Capitalized terms not otherwise defined herein shall have the meanings given to them in the Master Agreement or in the National Intergovernmental Purchasing Alliance Company Administration Agreement between Supplier and National IPA (the "National IPA Administration Agreement")
1.3 Estimated Volume
The dollar volume purchased under the Master Agreement is estimated to be approximately $500 million annually. While no minimum volume is guaranteed to Supplier, the estimated annual volume is projected based on the current annual volumes among the Principal Procurement Agency, other Participating Public Agencies that are anticipated to utilize th e resulting Master Agreement to be made Deleted: 3
Commented [PB1]: Typically on national contracts we see contract fees ranging from 0.25% to 1.00%. We understand the need for an administrative fee, but we are concerned that a fee of 3.0% will render this contract less competitive and that therefore it will not be as widely used as other purchasing options available to this customer set. In order to ensure that this contract is as widely adopted and successful as possible, we would recommend an administrative fee of 1.0%. This will allow this vehicle to will be more in line with other national purchasing vehicles, and in turn, we believe, will render a larger dollar fee than the higher percentage would provide, since the contract will be more widely adopted. SHI will agree to the higher administrative fee if that is the route that National IPA decides to take; however we wanted to share our thoughts and experiences around the “sweet spot” for this fee.
390
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
available to them through National IPA, and volume growth into other Public Agencies through a coordinated marketing approach between Supplier and National IPA.
1.4 Award Basis
The basis of any contract award resulting from this RFP made by Principal Procurement Agency will be the basis of award on a national level through National IPA. If multiple suppliers are awarded by Principal Procurement Agency under the Master Agreement, those same suppliers will be required to extend the Master Agreement to Participating Public Agencies through National IPA. Utilization of the Master Agreement by Participating Public Agencies will be at the discretion of the individual Participating Public Agency. Certain terms of the Master Agreement specifically applicable to the Principa l Procurement Agency are subject to modification for each Participating Public Agency as Supplier, such Participating Public Agency and National IPA shall agree. Participating Agencies may request to enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in the Master Agreement, including but not limited to invoice requirements; order requirements; specialized delivery; diversity requirements such as minority and woman owned businesses, historically underutilized business; and governing law. As part of such supplemental agreements, Participating Agencies may negotiate other terms of the Master Agreement, and may require offeror. Any supplemental agreement developed as a result of the Master Agreement is exclusiv ely between the Participating Agency and the Supplier (Contract Sales are reported to National IPA).
1.5 Objectives of Cooperative Program
This RFP is intended to achieve the following objectives regarding availability through National IPA’s cooperative program:
A. Provide a comprehensive competitively solicited and awarded national agreement offering the Products covered by this solicitation to Participating Public Agencies; B. Establish the Master Agreement as the Supplier’s primary go to market strategy to Public Agencies nationwide;
C. Achieve cost savings for Supplier and Public Agencies through a single solicitation process that will reduce the Supplier’s need to respond to multiple solicitations and Public Agencies need to conduct their own solicitation process; D. Combine the aggregate purchasing volumes of Participating Public Agencies to achieve cost effective pricing.
2.0 REPRESENTATIONS AND COVENANTS
As a condition to Supplier entering into the Master Agreement, which would be available to all Public Agencies, Supplier must make certain representations, warranties and covenants to both the Principal Procurement Agency and National IPA designed to ensure the success of the Master Agreement for all Participating Public Agencies as well as the Supplier.
2.1 Corporate Commitment
Deleted: and/or manufacturer to accept additional and/or modified licensing terms or separate subscription/user access provisions
Deleted: Participating Agencies may also contract directly with the offeror’s authorized tier one suppliers pursuant to a request process based on factors as defined by the Participating Agency. These contracts would constitute individual contracts between the Participating Agency and tier one suppliers who have accepted the terms of the Master Agreement under a separate supplemental agreement between the Participating Agency and the tier one supplier. Sales under these contracts are tracked and reported to National IPA by the offeror. 391
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
Supplier commits that (1) the Master Agreement has received all necessary corporate authorizations and support of the Supplier’s executive management, (2) the Master Agreement is Supplier's primary “go to market” strategy for Public Agencies, (3) the Master Agreement will be promoted to all Public Agencies, including any existing customers, and Supplier will transition existing customers, upon their request, to the Master Agreement, and (4) that the Suppli er has read and agrees to the terms and conditions of the Administration Agreement with National IPA and will execute such agreement concurrent with and as a condition of its execution of the Master Agreement with the Principal Procurement Agency. Supplier will identify an executive corporate sponsor and a separate national account manager within the RFP response that will be responsible for the overall management of the Master Agreement.
2.2 2.3 Sales Commitment
Supplier commits to aggressively market the Master Agreement as its go to market strategy in this defined sector and that its sales force will be trained, engaged and committed to offering the Master Agreement to Public Agencies through National IPA nationwide. Supplier commits that all Master Agreement sales will be accurately and timely reported to National IPA in accordance with the National IPA Administration Agreement. Supplier also commits that its sales force will be compensated, including sales incentives, for sales to Public Agencies under the Master Agreement in a consistent or better manner compared to sales to Public Agencies if the Supplier were not awarded the Master Agreement.
3.0 SUPPLIER QUALIFICATIONS
Supplier must supply the following information in order for the Principal Procurement Agency to determine Supplier’s qualifications to extend the resulting Master Agreement to Participating Public Agencies through National IPA.
3.1 Company
A. Brief history and description of your company.
B. Total number and location of sales persons employed by your company.
C. Number and location of support centers (if applicable).
D. Annual sales for the three previous fiscal years.
E. Submit your FEIN and Dunn & Bradstreet report.
3.2 Distribution, Logistics
A. Describe how your company proposes to distribute the products/service nationwide.
B. Identify all other companies that will be involved in processing, handling or shipping the products/service to the end user.
C. Provide the number, size and location of your company’s distribution facilities, warehouses and retail network as applicable.
D. State any return and restocking policy a nd fees, if applicable, associated with returns.
E. Describe the full line of products and services offered by your company.
Deleted: Pricing Commitment¶
Supplier commits the not-to-exceed pricing provided under the Master Agreement pricing is its lowest available (net to buyer) to Public Agencies nationwide and further commits that if a Participating Public Agency is eligible for lower pricing through a national, state, regional or local or cooperative contract, that the Supplier will match such lower pricing to that Participating Public Agency under the Master Agreement.
392
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
3.3 Marketing and Sales
A. Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the strategy to immediately implement the Master Agreement as your company’s primary go to market strategy for Public Agencies to your teams nationwide, to include, but not limited to:
i. Executive leadership endorsement and sponsorship of the award as the public sector go-to-market strategy within first 10 days ii. Training and education of your national sales force with participation from the executive leadership of your company, along with the National IPA team within first 90 days
B. Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the strategy to market the Master Agreement to current Participating Public Agencies, existing P ubic Agency customers of Supplier, as well as to prospective Public Agencies nationwide immediately upon award, to include, but not limited to:
i. Creation and distribution of a co-branded press release to trade publications ii. Announcement, contract details and contact information published on the Supplier company website within first 90 days
iii. Design, publication and distribution of co-branded marketing materials within first 90 days
iv. Commitment to attendance and participation with National IPA at national (i.e. NIGP Annual Forum, NPI Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, etc.) and supplier-specific trade shows, conferences and meetings throughout the term of the Master Agreement v. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by National IPA for partner suppliers. Booth space will be purchased and staffed by your company. In addition, you commit to provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as directed by National IPA. vi. Design and publication of national and regional advertising in trade publications throughout the term of the Master Agreement vii. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces, presentations, promotions, etc.) viii. Dedicated National IPA internet web-based homepage on Supplier website with:
National IPA standard logo;
Copy of original Request for Proposal;
Copy of contract and amendments between Principal Procurement Agency and Supplier;
Summary of Products and pricing;
Marketing Materials
Electronic link to National IPA’s website including the online registration page;
A dedicated toll free number and email address for National IPA C. Describe how your company will transition any existing Public Agency customers’ accounts to the Master Agreement available nationally through National IPA.
Include a list of current cooperative contracts (regional and national) your 393
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
company holds and describe how the Master Agreement will be positioned among the other cooperative agreements.
D. Acknowledge that your company agrees to provide its company/corporate logo(s) to National IPA and agrees to provide permission for reproduction of such logo in marketing communications and promotions. Acknowledge that use of National IPA logo will require permission for reproduction, as well.
E. Supplier is responsible for proactive direct sales of Supplier’s goods and services to Public Agencies nationwide and the timely follow up to leads established by National IPA. All sales materials are to use the National IPA logo. At a minimum, the Supplier’s sales initiatives should communicate:
i. Master Agreement was competitively solicited and publicly awarded by a Principal Procurement Agency
ii. Advantageous government pricing
iii. No cost to participate
iv. Non-exclusive contract
F. Supplier is responsible for the training of its national sales force on the Master Agreement. At a minimum, sales training should include:
i. Key features of Master Agreement
ii. Working knowledge of the solicitation process
iii. Awareness of the range of Public Agencies that can utilize the Master Agreement through National IPA
iv. Knowledge of benefits of the use of cooperative contracts G. Provide contact information for the person(s), who will be responsible for:
i. Marketing
ii. Sales
iii. Sales Support
iv. Financial Reporting
v. Contracts
H. Describe in detail how your company’s national sales force is structured, including contact information for the highest-level executive in charge of the sales team.
I. Explain in detail how the sales teams will work with the National IPA team to implement, grow and service the national program.
J. Explain in detail how your organization will manage the overall national program throughout the term of the Master Agreement, including ongoing coordination of marketing and sales efforts, timely new Participating Public Agency account set- up, etc.
K. State the amount of your company’s Public Agency sales for the previous fiscal year. Provide a list of your top 10 Public Agency customers, the total purchases for each for the previous fiscal year along with a key contact for each.
L. Describe your company’s information systems capabilities and limitations regarding order management through receipt of payment, including description of multiple platforms that may be used for any of these functions.
M. Provide the Contract Sales (as defined in Section 10 of the National Intergovernmental Purchasing Alliance Company Administration Agreement) that your company will guarantee each year under the Master Agreement for the initial three years of the Master Agreement (“Guaranteed Contract Sales”).
Deleted: Best
394
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT A- NATIONAL IPA RESPONSE FOR NATIONAL COOPERATIVE CONTRACT Requirements for National Cooperative Contract
$_______.00 in year one
$_______.00 in year two
$_______.00 in year three
To the extent Supplier guarantees minimum Contract Sales, the administration fee shall be calculated based on the greater of the actual Contract Sales and the Guaranteed Contract Sales.
N. Even though it is anticipated that many Public Agencies will be able to utilize the Master Agreement without further formal solicitation, there may be circumstances where Public Agencies will issue their own solicitations. The following options are available when responding to a solicitation for Products covered under the Master Agreement.
i. Respond with Master Agreement pricing (Contract Sales reported to National IPA).
ii. If competitive conditions require pricing lower than the standard Master Agreement not-to-exceed pricing, Supplier may respond with lower pricing through the Master Agreement. If Supplier is awarded the contract, the sales are reported as Contract Sales to National IPA under the Master Agreement.
iii. Respond with pricing higher than Master Agreement only in the unlikely event that the Public Agency refuses to utilize Master Agreement (Contract Sales are not reported to National IPA). iv. If alternative or multiple proposals are permitted, respond with pricing higher than Master Ag reement, and include Master Agreement as the alternate or additional proposal.
Detail your strategies under these options when responding to a solicitation.
395
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY EXHIBITS
EXHIBIT B- NATIONAL IPA ADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
NATIONAL INTERGOVERNMENTAL PURCHASING ALLIANCE COMPANY
ADMINISTRATION AGREEMENT
THIS ADMINISTRATION AGREEMENT (this “Agreement”) is made this ___ day of ______ 20___, between National Intergovernmental Purchasing Alliance Company (“National IPA”), and ________________ (“Supplier”).
RECITALS
WHEREAS, the ___________________ (the “Principal Procurement Agency”) has entered into a Master Agreement dated _________________, Agreement No_______, by and between the Principal Procurement Agency and Supplier, (as may be amended from time to time in accordance with the terms thereof, the “Master Agreement”), as attached hereto as Exhibit A and incorporated herein by reference as though fully set forth herein, for the purchase of ___________________________ (the “Product”);
WHEREAS, said Master Agreement provides that any or all public agencies, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (collectively, “Public Agencies”), that register (either via registration on the National IPA website or execution of a Master Intergovernmental Cooperative Purchasing Agreement, attached hereto as Exhibit B) ( each, hereinafter referred to as a “Participating Public Agency”) may purchase Product at prices stated in the Master Agreement;
WHEREAS, Participating Public Agencies may access the Master Agreement which is offered through National IPA to Public Agencies;
WHEREAS, National IPA serves as the contract ad ministrator of the Master Agreement on behalf of Principal Procurement Agency;
WHEREAS, Principal Procurement Agency desi res National IPA to proceed with administration of the Master Agreement; and
WHEREAS, National IPA and Supplier desire to enter into this Agreement to make available the Master Agreement to Participating Public Agencies and to set forth certain terms and conditions governing the relationship between National IPA and Supplier.
NOW, THEREFORE, in consideration of the payments to be made hereunder and the mutual covenants contained in this Agreement, National IPA and Supplier hereby agree as follows:
DEFINITIONS
1. Capitalized terms used in this Agreement and not otherwise defined herein shall have the meanings given to them in the Master Agreement.
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TERMS AND CONDITIONS
2. The Master Agreement and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement. Supplier acknowledges and agrees that the covenants and agreements of Supplier set forth in the solicitation and Supplier’s response thereto resulting in the Master Agreement ar e incorporated herein and are an integral part hereof.
3. National IPA shall be afforded all of the rights, privileges and indemnifications afforded to Principal Procurement Agency by or from Supplier under the Master Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal effect to National IPA, its agents, employees, directors, and representatives under this Agreement including, but not limited to, Supplier’s obligation to obtain appropriate insurance.
4. National IPA shall perform all of its dutie s, responsibilities and obligations as contract administrator of the Master Agreement on behalf of Principal Procurement Agency as set forth herein, and Supplier hereby acknowledges and agrees that all duties, responsibilities and obligations will be undertaken by National IPA solely in its capacity as the contract administrator under the Master Agreement.
5. With respect to any purchases by Princi pal Procurement Agency or any Participating Public Agency pursuant to the Master Agreement, National IPA shall not be: (i) construed as a dealer, re-marketer, representative, partner or agent of any type of the Supplier, Principal Procurement Agency or any Participating Public Agency; (ii) obligated, liable or responsible for any order for Product made by Principal Procurement Agency or any Participating Public Agency or any employee thereof under the Master Agreement or for any payment required to be made with respect to such order for Product; and (iii) obligated, liable or responsible for any failure by Principal Procurement Agency or any Participating Public Agency to comply with procedures or requirements of applicable law or the Master Agreement or to obtain the du e authorization and approval necessary to purchase under the Master Agreement. National IPA makes no representation or guaranty with respect to any minimum purchases by Principal Procurement Agency or any Participating Public Agency or any employee thereof under this Agreement or the Master Agreement.
6. National IPA shall not be responsible for Supplier’s performance under the Master Agreement, and Supplier shall hold National IPA harmless from any liability that may arise from the negligent acts or omissions of Supplier in the course of its performance under the Master Agreement.
7. WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, NATIONAL
IPA EXPRESSLY DISCLAIMS ALL EXPRES S OR IMPLIED REPRESENTATIONS AND WARRANTIES REGARDING NATIONAL IPA’ S PERFORMANCE AS A CONTRACT ADMINISTRATOR OF THE MASTER AGREEMENT.
8. NEITHER PARTY SHALL BE LIABLE IN ANY WAY FOR ANY SPECIAL,
INCIDENTAL, INDIRECT, CONSEQUENTIAL, EXEMPLARY, PUNITIVE, OR RELIANCE
DAMAGES, INCLUDING, BUT NOT LIMITED TO, LOSS OF OR DAMAGE TO DATA, LOSS
OF ANTICIPATED REVENUE OR PROFITS, WORK STOPPAGE OR IMPAIRMENT OF
OTHER ASSETS, WHETHER OR NOT FORESEEABLE, EVEN IF A PARTY IS ADVISED OF Deleted: connection with the
Deleted: NATIONAL
Deleted: IPA
Deleted: NOT
Deleted: NATIONAL
Deleted: IPA
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THE POSSIBILITY OF SUCH DAMAGES.
9. EXCEPT AS OTHERWISE PROVIDED IN THIS AGREEMENT AND/OR ANY
ORDER ISSUED HEREUNDER, SUPPLI ER HEREBY DISCLAIMS ALL OTHER
WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY
WARRANTY OF MERCHANTABILITY OR FI TNESS FOR A PARTICULAR PURPOSE,
WARRANTY OF NONINFRINGEMENT, OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES OR PRODUCTS. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY WARRANTY PROVIDED BY AN OEM.
TERM OF AGREEMENT; TERMINATION
10. This Agreement shall be in effect so long as the Master Agreement remains in effect, provided, however, that the provisions of Sections 3 – 9 and 14 – 23, hereof and the indemnifications and limitations of liability afforded by the Supplier to National IPA in the Master Agreement, to the extent such provisions survive any expiration or termination of the Master Agreement, shall survive the expiration or termination of this Agreement.
11. Supplier’s failure to maintain its covenants and commitments contained in this Agreement or any action of the Supplier which gives rise to a right by Principal Procurement Agency to terminate the Master Agreement shall constitute a material breach of this Agreement and if not cured within thirty (30) days of written notice to Supplier shall be deemed a cause for termination of this Agreement at National IPA’s sole discretion. Notwithstanding anything contained herein to the contrary, this Agreement shall terminate on the date of the termination or expiration of the Master Agreement.
NATIONAL PROMOTION
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12. National IPA and Supplier shall publicize and promote the availability of the Master Agreement’s products and services to Public Agencies and such agencies’ employees. Supplier shall require each Public Agency to register its par ticipation in the National IPA program by either registering on the National IPA website, www.nationalipa.org, or executing a Master Intergovernmental Cooperative Purchasing Agreement prior to processing the Participating Public Agency’s first sales order. Upon request, Supplier shall make available to interested Public Agencies a copy of the Master Agreement and such price lists or quotes as may be necessary for such Public Agencies to evaluate potential purchases.
13. Supplier shall provide such marketing and administrative support as set forth in the solicitation resulting in the Master Agreement, in cluding assisting in development of marketing materials as reasonably requested by Principal Procurement Agency and National IPA. Supplier shall be responsible for obtaining permission or license of use and payment of any license fees for all content and images Supplier provides to National IPA or posts on the National IPA website. Supplier shall indemnify, defend and hold harmless National IPA for use of all such content and images including copyright infringement claims. Supplier and National IPA each hereby grant to the other Deleted: 8
Deleted: 8
Commented [PB5]: Update
Deleted: 9
Deleted: 10
Deleted: 11
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