City Council Meeting Packet
December 6, 2022
CLOSED SESSION MEETING – 5:00 PM
REGULAR OPEN MEETING – 5:45 PM
(Immediately following the Closed Session Meeting)
CITY COUNCIL CHAMBER
22 Civic Center Plaza Santa Ana, CA 92701
Vicente Sarmiento
Mayor
Thai Viet Phan
Councilmember – Ward 1
Nelida Mendoza
Councilmember Ward 2
Jessie Lopez
Councilmember Ward 3
Phil Bacerra
Mayor Pro Tem Ward 4
Johnathan Ryan Hernandez
Councilmember Ward 5
David Penaloza
Councilmember Ward 6
Mayor and Council telephone: 7146476900
Agenda item inquiries: 7146476520
Sonia R. Carvalho
City Attorney
Kristine Ridge
City Manager
Vacant
Clerk of the Council
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 6475624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santaana.org/citymeetings.
CITY VISION AND CODE OF ETHICS
The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows:
Vision The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • EihdddiltQlitti
City Council 1 12/6/2022
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 6475624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santaana.org/citymeetings.
CITY VISION AND CODE OF ETHICS
The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows:
Vision The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents.
Guiding Principles Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency
Code of Ethics and Conduct At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting inperson or join via Zoom. The City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3.
PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction of the City Council may do so by one of the following ways:
MAILING OPTION written communications – Public comments may be mailed to:
Office of the Clerk of the Council, 20 Civic Center Plaza M30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.
SENDING EMAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santaana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.
LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 9009128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’sphonenumberorZoomIDandunmutesthemthecallermustpress*6or City Council 2 12/6/2022
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voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting inperson or join via Zoom. The City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3.
PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda or on matters which are not on the agenda, but are within the subject matter jurisdiction of the City Council may do so by one of the following ways:
MAILING OPTION written communications – Public comments may be mailed to:
Office of the Clerk of the Council, 20 Civic Center Plaza M30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.
SENDING EMAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santaana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received before 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review.
LIVE VIRTUAL OPTION – Members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 9009128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak.
INPERSON OPTION Members of the public can provide inperson comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting inperson. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 5:00 p.m. for Closed Session items and by 6:00 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair.
The following designated public comment periods are:
1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL BY 5:00 p.m.
Speakers who are not in the speaker queue by 5:00 p.m. will not be permitted to speak. 2LIVEPUBLICCOMMENTSONREGULARAGENDAITEMSANDNONAGENDA
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The following designated public comment periods are:
1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL BY 5:00 p.m.
Speakers who are not in the speaker queue by 5:00 p.m. will not be permitted to speak.
2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NONAGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL PRIOR TO 6:00 p.m. Speakers who are not in the speaker queue by 6:00 p.m. will not be permitted to speak.
3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or INPERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 6:00 p.m. will not be permitted to speak.
About the Agenda
To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).
CLOSED SESSION
CALL TO ORDER
ATTENDANCE Council Members Johnathan Ryan Hernandez
Jessie Lopez
Nelida Mendoza
David Penaloza
Thai Viet Phan
Mayor Pro Tem Phil Bacerra
Mayor Vicente Sarmiento
City Manager Kristine Ridge
City Attorney Sonia R. Carvalho
Clerk of the Council
ROLL CALL
PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items.
CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation:
1. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a):
City Council 4 12/6/2022
To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).
CLOSED SESSION
CALL TO ORDER
ATTENDANCE Council Members Johnathan Ryan Hernandez
Jessie Lopez
Nelida Mendoza
David Penaloza
Thai Viet Phan
Mayor Pro Tem Phil Bacerra
Mayor Vicente Sarmiento
City Manager Kristine Ridge
City Attorney Sonia R. Carvalho
Clerk of the Council
ROLL CALL
PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items.
CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation:
1. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a):
Agency Negotiators: Human Resources Executive Director, Jason Motsick Employee Organizations:
Santa Ana Police Officers Association (POA)
Service Employees’ International Union (SEIU) FullTime Employees Confidential Association of Santa Ana (CASA)
Santa Ana Management Association (SAMA)
2. CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:
A. Santa Ana Police Officers Association and Gerry Serrano v. City of Santa Ana, Santa Ana Police Department, David Valentin, Kristin (sic) Ridge, Sonia Carvalho, Jason Motsick, and Does IX, Orange County Superior Court, Case No. 302021 01230129
B. Santa Ana Police Officers Association and Doe Officers v. David Valentin, Sonia Carvalho, Kristine Ridge, City of Santa Ana, Santa Ana Police Department, Santa Ana City Attorney’s Office, and Does IX, Orange County Superior Court, Case No. 30 202101230134
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A. Santa Ana Police Officers Association and Gerry Serrano v. City of Santa Ana, Santa Ana Police Department, David Valentin, Kristin (sic) Ridge, Sonia Carvalho, Jason Motsick, and Does IX, Orange County Superior Court, Case No. 302021 01230129
B. Santa Ana Police Officers Association and Doe Officers v. David Valentin, Sonia Carvalho, Kristine Ridge, City of Santa Ana, Santa Ana Police Department, Santa Ana City Attorney’s Office, and Does IX, Orange County Superior Court, Case No. 30 202101230134
CLOSED SESSION REPORT – The City Attorney will report on any action(s) to be taken at the Regular Open Session which will begin immediately following the Closed Session.
RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business.
RECONVENE – City Council will reconvene to continue regular City business.
CITY COUNCIL REGULAR OPEN SESSION
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE Mayor Sarmiento
WORDS OF INSPIRATION Ben Juarez
CEREMONIAL PRESENTATIONS
1. Certificates of Recognition presented by Mayor Pro Tem Bacerra to the Segerstrom High School Girls Tennis Team for winning the CIF Championship.
2. Proclamation presented by Councilmember Hernandez and Mayor Sarmiento to the Assistance League of Santa Ana for Outstanding Contributions to the Community.
3. Certificate of Recognition presented by Councilmember Lopez to Concern America for Outstanding Contributions to the Community.
STAFF PRESENTATIONS
CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.
PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and nonagenda items, with the exception of public hearings.
Comments for public hearings will take place after the hearing is opened.
CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 4 through 24.
4. Excused Absences
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City business.
RECONVENE – City Council will reconvene to continue regular City business.
CITY COUNCIL REGULAR OPEN SESSION
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE Mayor Sarmiento
WORDS OF INSPIRATION Ben Juarez
CEREMONIAL PRESENTATIONS
1. Certificates of Recognition presented by Mayor Pro Tem Bacerra to the Segerstrom High School Girls Tennis Team for winning the CIF Championship.
2. Proclamation presented by Councilmember Hernandez and Mayor Sarmiento to the Assistance League of Santa Ana for Outstanding Contributions to the Community.
3. Certificate of Recognition presented by Councilmember Lopez to Concern America for Outstanding Contributions to the Community.
STAFF PRESENTATIONS
CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session.
PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and nonagenda items, with the exception of public hearings.
Comments for public hearings will take place after the hearing is opened.
CONSENT CALENDAR
RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 4 through 24.
4. Excused Absences
Department(s): Clerk of the Council Office
Recommended Action: Excuse the absent members.
5. Receive and File the Certification of Approval by City Engineer of the Final Parcel Map 2021144 (1513 West Civic Center Drive) (Applicant: Saul Delgado representing 1513 Civic Center, LLC)
Department(s): Public Works Agency
Recommended Action: Receive and file the certification of approval by City Engineer of the final Parcel Map 2021144.
6. 20222023 Historic Resources Commission Historic Preservation Work Program Department(s): Planning and Building Agency
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Civic Center, LLC)
Department(s): Public Works Agency
Recommended Action: Receive and file the certification of approval by City Engineer of the final Parcel Map 2021144.
6. 20222023 Historic Resources Commission Historic Preservation Work Program Department(s): Planning and Building Agency
Recommended Action: Receive and file the Historic Preservation Work Program for 20222023 as recommended by the Historic Resources Commission.
7. Award a Blanket Order Contract to CDWG for Adobe Software and Subscriptions, in an annual amount not to exceed $75,000 (Specification No. 22149) (General and NonGeneral Fund) Department(s): Information Technology
Recommended Action: Award a contract for the purchase of Adobe Software and Subscriptions, for an elevenmonth period expiring October 30, 2023, with provision for one optional oneyear renewal exercisable by the City Manager, in an annual amount not to exceed $75,000, subject to nonsubstantive changes approved by the City Manager and City Attorney.
8. Amend the Blanket Order Contract with Horizons Construction Co., ProCraft Construction, Inc., and Verne’s Plumbing for Plumbing Services by Increasing it to an Annual Aggregate Amount Not to Exceed $370,000 for the Remainder of the Contract Term. (Specification No. 20118) (General and NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Authorize an amendment to the blanket purchase order contracts with Horizons Construction Co., ProCraft Construction, Inc., and Verne’s Plumbing for plumbing services to increase the annual amount by $165,000, for a revised annual aggregate amount not to exceed $370,000, for the remainder of the current oneyear term expiring September 30, 2023, and two oneyear renewal periods, subject to nonsubstantive changes approved by the City Manager and City Attorney.
9. Award Blanket Order Contracts to Daniels Tire Service and Parkhouse Tire, Inc. for Vehicle Tires in the Annual Aggregate Amount of $200,000, for a OneYear Term with Four, OneYear Renewal Options (Specification No. 22157) (NonGeneral Fund) Department(s): Public Works Agency
Recommended Action: Award blanket order contracts to Daniels Tire Service and Parkhouse Tire, Inc. for vehicle tires for a oneyear period beginning December 6, 2022 and expiring December 5, 2023, with provisions for four, oneyear renewals, in an annual aggregate amount not to exceed $200,000, subject to nonsubstantive changes approved by the City Manager and City Attorney.
10. Approve Appropriation Adjustments Recognizing Housing Assistance Payments and Administrative Funds to Administer New and Existing Vouchers (NonGeneral Fund) Department(s): Community Development Agency
Recommended Action: 1. Approve an appropriation adjustment recognizing additional Housing Assistance Payments funds in the amount of $623,708 in the City Council 8 12/6/2022
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approved by the City Manager and City Attorney.
10. Approve Appropriation Adjustments Recognizing Housing Assistance Payments and Administrative Funds to Administer New and Existing Vouchers (NonGeneral Fund) Department(s): Community Development Agency
Recommended Action: 1. Approve an appropriation adjustment recognizing additional Housing Assistance Payments funds in the amount of $623,708 in the revenue account and appropriating the same amount to the expenditure account to administer 38 new vouchers. Also, recognize an additional $28,500 in Special Administrative Fees in the revenue account to expend the same amount on expenditure account. (Requires five affirmative votes)
2. Approve an appropriation adjustment recognizing additional Foster Youth to Independence Housing Assistance Payments funds in the amount of $376,512 in revenue account and appropriating the same amount to expenditure account to administer 25 new Foster Youth to Independence vouchers. (Requires five affirmative votes)
3. Approve an appropriation adjustment recognizing additional Administrative funds in the amount of $115,500 in the revenue account and appropriating the same amount to the expenditure account to administer 231 existing Mainstream Program Vouchers. (Requires five affirmative votes)
11. Approve an Agreement and Appropriation Adjustment Recognizing Grant Revenue in an amount not to exceed $9,928 for the California State Library for the Zip Books Program
Department(s): Library
Recommended Action: 1. Authorize the Library Services Director to execute a Grant Agreement via DocuSign, accepting grant funds in the amount of $9,928 for the Zip Books Program, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
2. Approve an appropriation adjustment to recognize $9,928 in grant revenue from the California State Library and appropriate $9,928 into the corresponding expenditure account to implement the program. (Requires five affirmative votes)
12. Agreement with the Delhi Center to Lease Space for a New Library Branch (General Fund)
Department(s): Library
Recommended Action: Authorize the City Manager to execute a lease agreement with the Delhi Center for 2,465 square feet of leased space and adjacent exterior space for a new Library Branch, for a tenyear term beginning March 1, 2023, with an option for two fiveyear renewals, monthly rent rate of $3,550.00 with an annual 3% increase, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
13. Agreement Amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for Senior Meal Programs to Increase the Total Agreement Amount by $50,000 for a New Agreement Total Not to Exceed $100,000 and Extend the Agreement Term by Six Months through June 30, 2023 (General Fund) Department(s): Parks, Recreation, and Community Services RecommendedAction:AuthorizetheCityManagertoexecuteanagreement City Council 9 12/6/2022
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Attorney (Agreement No. 2022XXX).
13. Agreement Amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for Senior Meal Programs to Increase the Total Agreement Amount by $50,000 for a New Agreement Total Not to Exceed $100,000 and Extend the Agreement Term by Six Months through June 30, 2023 (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: Authorize the City Manager to execute an agreement amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for Senior Meal Programs to increase the total agreement amount by $50,000, for a new agreement total not to exceed $100,000, and extend the agreement term by six months through June 30, 2023 to be funded by the General Fund, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
14. Approve Agreement with SDI Presence, LLP for Enterprise Resource Planning (ERP) System Selection Professional Services in an annual amount not to exceed $128,344 (NonGeneral Fund)
Department(s): Information Technology
Recommended Action: Authorize the City Manager to execute an agreement for Enterprise Resource Planning (ERP) System Selection Professional Services with SDI Presence, LLP (SDI), for a term beginning January 1, 2023, and expiring June 30, 2024, for a total amount not to exceed $128,344, which includes a contingency in the amount of $25,669 subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
15. Approve a Renewal Agreement with TSYS Merchant Solutions, LLC, DBA Global Payments, for Debit and Credit Card Merchant Payment Processing Services, including Europay, MasterCard, and Visa (“EMV”) CHIP & Pin and eCommerce Gateway Transaction Integration and Support and Maintenance in the Amount not to Exceed $1,898,400, which includes a General Contingency of $242,400 Department(s): Finance and Management Services
Recommended Action: Authorize the City Manager to execute a renewal agreement with TSYS Merchant Solutions, LLC, DBA Global Payments, for debit and credit card payment processing services, including Europay, MasterCard, and Visa (“EMV”) CHIP & Pin and eCommerce gateway transaction integration and support and maintenance in an amount not to exceed $1,898,400, which includes a general contingency of $242,400 over the maximum sevenyear life of the agreement. The renewal agreement includes a base term commencing from December 6, 2022 and expiring December 31, 2025, with a provision for two renewal options of three years and one year, respectively, ending December 31, 2029, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022 XXX).
16. Approve Purchase Agreement with Property Owner Garnsey Corp, for the Full Property Acquisition for the Real Property Located at 841 N Garnsey Street (APN 00514203) (Revive Santa Ana Program)
Department(s): Community Development Agency
Recommended Action: Authorize the City Manager to execute a purchase agreement with property owner Garnsey Corp, for the full property acquisition for the realpropertylocatedat841NGarnseyStreetalsoidentifiedasAPN00514203 City Council 10 12/6/2022
16. Approve Purchase Agreement with Property Owner Garnsey Corp, for the Full Property Acquisition for the Real Property Located at 841 N Garnsey Street (APN 00514203) (Revive Santa Ana Program)
Department(s): Community Development Agency
Recommended Action: Authorize the City Manager to execute a purchase agreement with property owner Garnsey Corp, for the full property acquisition for the real property located at 841 N Garnsey Street also identified as APN 00514203 (Property) in the amount of $765,000, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
17. Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for QualityofLife Services, in an Amount not to Exceed $2,801,700.10 beginning January 1, 2023 through December 31, 2023 (NonGeneral Fund and Revive Santa Ana Program)
Department(s): Community Development Agency
Recommended Action: 1. Authorize the City Manager to execute an agreement with City Net in an amount not to exceed $2,801,700.10 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for qualityoflife services from January 1, 2023 through December 31, 2023, with provision for three (3) optional oneyear extensions as authorized by the City Manager, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of HHAP and ARPA funding.
18. Approve Agreement with MIG, Inc., for Design Services for the City of Santa Ana’s First Dog Park Project in an Amount Not to Exceed $800,000 for a ThreeYear Term (Project No. 222755) (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an agreement with MIG, Inc. to provide engineering plans for the City of Santa Ana Dog Park project in the amount of $703,851, with a contingency of $96,149, for a total amount of $800,000, for a threeyear term beginning December 6, 2022, and expiring December 5, 2025, with an option for two, oneyear extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
19. Approve Agreement with Little Diversified Architectural Consulting, Inc. for Architectural Design Services for Santa Anita Community Center in an Amount Not to Exceed $425,000 for a ThreeYear Term (Project No. 221378) (NonGeneral Fund) (Revive Santa Ana Program)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an agreement with Little Diversified Architectural Consulting to provide architectural design and contact documents for a new community center in the Santa Anita Park Project in the amount of $350,237, with a contingency of $74,763, for a total amount of $425,000, for a threeyear term beginning December 6, 2022, and expiring December 5, 2025, with an option for two, oneyear extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
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Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute an agreement with Little Diversified Architectural Consulting to provide architectural design and contact documents for a new community center in the Santa Anita Park Project in the amount of $350,237, with a contingency of $74,763, for a total amount of $425,000, for a threeyear term beginning December 6, 2022, and expiring December 5, 2025, with an option for two, oneyear extensions, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
20. Purchase Agreement in the Amount of $725,000 for Full Real Property Acquisition for Warner Avenue Improvements Phase 2 (Property Owner: Virginia G. Ambriz) (Project No. 186901) (NonGeneral Fund)
Department(s): Public Works Agency
Recommended Action: Authorize the City Manager to execute a purchase agreement with Virginia G. Ambriz, for the full acquisition and goodwill (if any), of the property located at 2246 S Cedar Street (APN 01621412) in the amount of $725,000, subject to nonsubstantive changes approved by the City Manager and the City Attorney (Agreement No. 2022XXX).
21. Density Bonus Agreement No. 202203 to Facilitate the Construction of a ForSale Residential Townhouse Development, Consisting of 51 Townhouse Units with Eight Units Proposed as Affordable to LowIncome Households
Department(s): Planning and Building Agency
Recommended Action: 1. Resolution No. 2022XXX – Adopt a resolution approving Density Bonus Agreement No. 202203 as conditioned.
2. Authorize the City Manager to execute a Density Bonus Agreement with Warmington Residential, Inc., for a 55year term, for a forsale residential townhouse development, consisting of 51 townhouse units with eight units proposed as affordable to lowincome households at 717 S. Lyon Street, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
22. First Oneyear Extension of Variance No. 201705 and Variance No. 201706 for the Madison MixedUse Development Project Located at 200 North Cabrillo Park Drive Department(s): Planning and Building Agency
Recommended Action: Resolution No. 2022XXX – Adopt a resolution approving a oneyear extension of Variance No. 201705 and Variance No. 201706.
23. First Oneyear Extension of Site Plan Review No. 202003 and Variance No. 202006 for the 4th and Mortimer MixedUse Development Project Located at 409 and 509 East Fourth Street
Department(s): Planning and Building Agency
Recommended Action: Resolution No. 2022XXX – Adopt a resolution approving a oneyear extension of Site Plan Review No. 202003 and Variance No. 202006 to December 15, 2023.
24. Teleconferencing for Meetings of City Council and All Boards, Committees, and Commissions Pursuant to the Provisions of Assembly Bill 361 Department(s): Clerk of the Council Office
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Recommended Action: Resolution No. 2022XXX – Adopt a resolution approving a oneyear extension of Site Plan Review No. 202003 and Variance No. 202006 to December 15, 2023.
24. Teleconferencing for Meetings of City Council and All Boards, Committees, and Commissions Pursuant to the Provisions of Assembly Bill 361 Department(s): Clerk of the Council Office
Recommended Action: Resolution No. 2022XXX – Adopt a resolution to consider continuing the use of teleconferencing for City Council, board, committee, and commission meetings pursuant to the provisions of Assembly Bill 361 for the next 30 days.
**END OF CONSENT CALENDAR**
BUSINESS CALENDAR
25. Facility Use Agreement Amendment with TKO Youth Foundation (TKO) to Reflect a Rate of $20.00 Per Hour for the Use of the Fitness Room in the Jerome Community Center with Anticipated Payments from TKO to the City to Reflect the Period from September 1, 2022 Until September 21, 2023 (General Fund) Department(s): Parks, Recreation, and Community Services Recommended Action: It is recommended that the City Council consider approving one of the two following options:
1. No change to the existing agreement and TKO will maintain responsibility for the Fiscal Year 202223 Miscellaneous Fee of $116.00 per hour for use of the Fitness Room in the Jerome Community Center with anticipated payments from TKO to the City to reflect the period from September 1, 2022 until September 21, 2023.
2. Authorize the City Manager to execute an amendment to the facility use agreement with TKO Youth Foundation (TKO) to reflect a rate of $20.00 per hour for the use of the Fitness Room in the Jerome Community Center with anticipated payments from TKO to the City to reflect the period from September 1, 2022 until September 21, 2023, subject to nonsubstantive changes approved by the City Manager and City Attorney (Agreement No. 2022XXX).
26. Adopt a Resolution Authorizing Ceremonial Street Naming (General Fund) Department(s): Public Works Agency
Recommended Action: 1. Resolution No. 2022XXX – Adopt a resolution authorizing the ceremonial street naming of Helen M. Shipp Way, along Willits Street from Fairview Street to Bristol Street, and the ceremonial naming of the intersection of Willits Street and Raitt Street to Black History Square.
2. Direct staff to install a certain number of ceremonial signs to be approved for the stretch along Willits Street from Fairview Street to Bristol Street. **END OF BUSINESS CALENDAR**
PUBLICHEARINGS
City Council 13 12/6/2022
from Fairview Street to Bristol Street, and the ceremonial naming of the intersection of Willits Street and Raitt Street to Black History Square.
2. Direct staff to install a certain number of ceremonial signs to be approved for the stretch along Willits Street from Fairview Street to Bristol Street. **END OF BUSINESS CALENDAR**
PUBLIC HEARINGS
PUBLIC COMMENTS – Members of the public may address the City Council on Public Hearing items.
27. Public Hearing A Resolution and an Ordinance Adopting the Updated California and International Building and Fire Codes with Local Conditions Amendments and Requisite Findings
Public Notice published in the Orange County Reporter on November 25, 2022.
Department(s): Planning and Building Agency, Orange County Fire Authority Recommended Action: 1. Find that the proposed Ordinance is exempt under the provision of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15061(b)(3).
2. Resolution No. 2022XXX – Adopt a resolution of the City Council setting forth findings for required amendments, modifications and changes with respect to the local climatic, geographical and topographical conditions within the City of Santa Ana to the California Building, Residential, Green Standards, Energy, Electrical, Mechanical, Plumbing, and Fire Codes as amended by the State of California.
3. Approve first reading of an ordinance amending Chapters 8 and 14 of the Santa Ana Municipal Code adopting the State Building Regulations, including the 2021 International Property Maintenance Code, and certain modifications and changes with respect to local climatic, geographical and topographical conditions with the City of Santa Ana to the California Building, Existing Building, Residential, Green Standards, Electrical, Mechanical, Plumbing, Energy, Historical Building, and Fire Codes as amended by the State of California.
28. Zoning Ordinance Amendment No. 202206 – An Urgency Ordinance of the City Council of the City of Santa Ana amending Article II (Use Districts) of Chapter 41 (Zoning) of the Santa Ana Municipal Code Relating to Accessory Dwelling Units (ADUs) in Compliance with Changes to State ADU Law Enacted Under Assembly Bill 2221 and Senate Bill 897 That Will Take Effect on January 1, 2023 Public Notice published in the Orange County Reporter on November 25, 2022.
Department(s): Planning and Building Agency
Recommended Action: Ordinance No. NSXXXX – Approve Zoning Ordinance Amendment No 202206 and adopt the Urgency Ordinance by twothirds (2/3) vote to amend Article II (Use Districts) of Chapter 41(Zoning) of the Santa Ana Municipal Code related to accessory dwelling units. (Requires five affirmative votes)
29. Public Hearing Zoning Ordinance Amendments (ZOAs) Nos. 202204 and 202205 Amending Chapter 41 of the Santa Ana Municipal Code to Establish Permit Requirements and Standards for the Development of Outdoor Dining Areas and the Operation of Mobile Food Trucks on Private Properties
Public Notice published in the Orange County Reporter on November 25, 2022.
City Council 14 12/6/2022
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amend Article II (Use Districts) of Chapter 41(Zoning) of the Santa Ana Municipal Code related to accessory dwelling units. (Requires five affirmative votes)
29. Public Hearing Zoning Ordinance Amendments (ZOAs) Nos. 202204 and 202205 Amending Chapter 41 of the Santa Ana Municipal Code to Establish Permit Requirements and Standards for the Development of Outdoor Dining Areas and the Operation of Mobile Food Trucks on Private Properties
Public Notice published in the Orange County Reporter on November 25, 2022.
Department(s): Planning and Building Agency
Recommended Action: 1. Find and determine that the adoption of these ordinances are exempt from further review under the California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines, as amended from time to time; and
2. Approve first reading of an ordinance approving Zoning Ordinance Amendment No. 202204 establishing permit requirements and development and operational standards for outdoor dining areas on private properties; and
3. Approve first reading of an ordinance approving Zoning Ordinance Amendment No. 202205 establishing permit requirements and operational standards for the operation of mobile food trucks on private properties.
COUNCILMEMBER REQUESTED ITEMS
30. Discuss and Consider Directing the City Manager to Direct Staff to Evaluate the Current Vacant Property Registration Requirements and Return with Recommendations to Enhance its Effectiveness and/or Other Options to Address Both Vacant Structures and Land – Councilmember Lopez
CITY MANAGER COMMENTS
COUNCIL COMMENTS
AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended.
ADJOURNMENT – Adjourn the City Council meeting.
Future Items
1. Sanitation Fee – Work Study Session
City Council 15 12/6/2022
Public Works Agency
www.santa-ana.org/pw
Item # 5
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: Certification of Final Parcel Map 2021-144
AGENDA TITLE
Receive and File the Certification of Approval by City Engineer of the Final Parcel Map 2021-144 (1513 West Civic Center Drive) (Applicant: Saul Delgado representing 1513 Civic Center, LLC)
RECOMMENDED ACTION
Receive and file the certification of approval by City Engineer of the final Parcel Map 2021-144.
DISCUSSION
In California, regulation and control of the division of real property is vested in the legislative bodies of local agencies by the Subdivision Map Act. In the City of Santa Ana, the regulations and processes are provided in Chapter 34 of the Santa Ana Municipal Code (SAMC), which pursuant to Section 34-126, includes the approval of tentative parcel maps by the Zoning Administrator.
Following the approval of a tentative map by the approving body, the property subdivider prepares and submits a final map or final maps to the City Engineer for approval. If each final map is in the correct form, prescribed by the Subdivision Map Act and Chapter 34 of the SAMC, and all conditions set forth in the tentative map are met, then the final map shall be approved by the City Engineer.
On January 12, 2022, the Zoning Administrator approved Tentative Parcel Map 2021-04 (Orange County Map No. 2021-144), to facilitate the proposed subdivision of land to create four parcels that will remain consistent with the Low Density Residential (LR-7) land use designation of the General Plan. The approved tentative parcel map (Exhibit 1) allows subdivision of the project site into 4 parcels.
The City Engineer is in the process of reviewing the final parcel map (Exhibit 2) for technical accuracy and final approval. This action informs the City Council of the imminent approval of the referenced subdivision based upon the Subdivision Map Act and meeting all the conditions of approval set by the City. Pursuant to Section 34-183 of City Council 5 – 1 12/6/2022
Certification of Final Parcel Map 2021-144
December 6, 2022
the Santa Ana Municipal Code, the City Engineer shall approve or disapprove this map within 10 days after the City Council meeting of December 6, 2022.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Tentative Parcel Map
2. Final Parcel Map
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 5 – 2 12/6/2022
City Council 5 – 5 12/6/2022
City Council 5 – 6 12/6/2022
City Council 5 – 7 12/6/2022
City Council 5 – 8 12/6/2022
Planning and Building Agency
www.santa-ana.org/planning-and-building
Item # 6
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: 2022-2023 Historic Resources Commission Historic Preservation Work Program AGENDA TITLE:
2022-2023 Historic Resources Commission Historic Preservation Work Program
RECOMMENDED ACTION
Receive and file the Historic Preservation Work Program for 2022-2023 as recommended by the Historic Resources Commission.
DISCUSSION
In 2020, a process for communication between the Historic Resources Commission (HRC) and the City Council was established to communicate feedback related to various historic items and issues. The process involved a series of workshops to discuss issues that the HRC desired to advise and make recommendations on in order to enhance the historic preservation program within the City. At the conclusion of the workshops, staff collected the concerns and formalized them into a memorandum outlining a list of historic resources recommendations for City Council consideration.
Staff presented the memorandum to the City Council on April 7, 2020. At that time, the City Council held a discussion and directed staff to return and present a course of action for each HRC recommendation based on the City Council’s input.
As a follow up to the 2020 process, the HRC conducted several workshops with Planning and Building agency staff to discuss additional recommendations to the City Council. The HRC desires to present the list to the City Council as a recommendation for a formal Historic Preservation Work Program for the upcoming year. The purpose of the Work Program is to systematically prioritize the implementation of the measures in the newly adopted Historic Preservation Element, as well as the HRC’s goals and recommendations, and to track their progress and completion.
Some of the work programs discussed are procedural and administrative in nature and can be addressed by the HRC and staff. However, other work program components require confirmation and authorization from the City Council to align the Work Program with the City Council’s priorities. At the HRC meeting on November 3, 2022, the HRC provided final input and directed staff to submit the attached memorandum to the City Council for review and consideration.
City Council 6 – 1 12/6/2022
2022-2023 Historic Resources Commission Historic Preservation Work Program December 6, 2022
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Historic Resources Commission Memorandum – 2022- 2023 Historic Preservation Work Program
Submitted By: Minh Thai, Executive Director of the planning and Building Agency Approved By: Kristine Ridge, City Manager
City Council 6 – 2 12/6/2022
City Council 6 – 3 12/6/2022
City Council 6 – 4 12/6/2022
City Council 6 – 5 12/6/2022
City Council 6 – 6 12/6/2022
Information Technology
www.santa-ana.org/IT
Item # 7
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: Blanket Order Contract for Adobe Software and Subscriptions AGENDA TITLE:
Award a Blanket Order Contract to CDW-G for Adobe Software and Subscriptions, in an annual amount not to exceed $75,000 (Specification No. 22-149) (General and NonGeneral Fund)
RECOMMENDED ACTION
Award a contract for the purchase of Adobe Software and Subscriptions, for an elevenmonth period expiring October 30, 2023, with provision for one optional one-year renewal exercisable by the City Manager, in an annual amount not to exceed $75,000, subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
Adobe Acrobat has been the leading application software for creating and managing secure portable document format (PDF) and is highly used across all City of Santa Ana Agencies. PDF is a versatile file format that gives users an easy, reliable way to present and exchange documents including the ability to enhance editing and form creation.
Among other features, Adobe Acrobat provides a quick and reliable method for staff to send, track, and receive electronic and digital signatures, creating digital efficiencies and enhancing business productivity. In addition, the City maintains subscriptions for other Adobe products for web and print graphics, such as Adobe Creative Cloud, InDesign, and Photoshop.
Santa Ana City Ordinance No. NS- 2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Sourcewell, a State of Minnesota local government agency and service cooperative, awarded a national cooperative contract for equipment, products, or services to CDW-G. They are an authorized Adobe Acrobat software dealer. The existing Sourcewell contract was awarded as a result of an open, competitive bidding process conducted. The subsequently awarded Master Contract No. 081419-CDW is made available by Sourcewell to all nationwide governmental and public agencies. By leveraging the procurement power through cooperative purchasing, the City of Santa Ana is able to obtain nationally vetted, high quality products at competitive volume pricing, and is in accordance with the City’s existing Purchasing Guidelines.
City Council 7 – 1 12/6/2022
Blanket Order Contract for Adobe Software and Subscriptions December 6, 2022
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for the duration of the contract period, an amount not to exceed $75,000 per fiscal year, will be included in various department Computer Software Subscriptions Expense account (no. 66511).
EXHIBIT(S)
1. Master Contract No. 081419-CDW
Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Kristine Ridge, City Manager
City Council 7 – 2 12/6/2022
081419-CDW
1 Rev. 4/2019
Solicitation Number: RFP#081419
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and CDW Government LLC, 230 N. Milwaukee Ave., Vernon Hills, IL 60061(Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to its members. Participation is open to all levels of governmental entity, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and its Members (Members).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective December 1, 2019, or upon the date of last signature, whichever is later.
B. EXPIRATION DATE AND EXTENSION. This Contract expires October 30, 2023, unless it is cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.
C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 3 12/6/2022
081419-CDW
2 Rev. 4/2019
Vendor’s product and pricing list. Unless agreed to by the Member in advance, Equipment or Products must be delivered as operational to the Member’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. LAWS AND REGULATIONS. All Equipment, Products, or Services must comply fully with applicable federal laws and regulations, and with the laws of the state or province in which the Equipment, Products, or Services are sold.
C. WARRANTY.
1. Product Warranty: Sourcewell and its Members understand that Vendor is not the manufacturer of the Products purchased by Sourcewell or its Members hereunder and that the only warranties offered are those of the manufacturer not Vendor or its Affiliates. In purchasing the Products Sourcewell and its Members rely on the manufacturer's specifications only and not on any statements or images that may be provided by Vendor or its Affiliates. VENDOR
HEREBY EXPRESSLY DISCLAIM ALL WARRANTIES EITHER EXPRESS OR IMPLIED RELATED TO
PRODUCTS INCLUDING BUT NOT LIMITED TO ANY WARRANTY OF TITLE ACCURACY MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WARRANTY OF NONINFRINGEMENT OR ANY WARRANTY RELATING TO THIRD PARTY SERVICES. THE DISCLAIMER CONTAINED IN THIS PARAGRAPH DOES NOT AFFECT THE TERMS OF ANY MANUFACTURER’S WARRANTY.
2. Services Warranty: Vendor warrants that the Services will be performed in a good and workmanlike manner. Members’ sole and exclusive remedy with respect to this warranty will be at the sole option of Vendor to either (a) use its reasonable commercial efforts to reperform any Services not in substantial compliance with this warranty or (b) refund amounts paid by the Member related to the portion of the Services not in substantial compliance; provided in each case Member notifies Vendor in writing within thirty (30) business days after performance of the applicable Services. This warranty is voided if the Services are altered by anyone other than Vendor or any of its affiliates or its or their personnel.
3. Cloud Warranty: Sourcewell and its Members acknowledge that Vendor is not the provider of the Cloud Services purchased hereunder and the only warranties offered are those of the Cloud Service Provider not Vendor. In purchasing the Cloud Services Sourcewell and its Members rely only on the Cloud Service Provider’s service descriptions and the terms and conditions set forth in the Cloud Services Terms and Conditions (defined below). Sourcewell and its Members further acknowledge and agree that Vendor makes no representations warranties or assurances that the Cloud Services are designed for or suitable for use in any high risk environment including but not limited to aircraft or automobile safety devices or navigation life support systems or medical devices nuclear facilities or weapon systems. Sourcewell and its Members further agree to review and comply with the Cloud Service Provider’s disclaimers and restrictions if any regarding the use of the Cloud Services in high risk environments.
VENDOR DOES NOT WARRANT THAT THE CLOUD SERVICES WILL BE TIMELY UNINTERRUPTED OR ERROR FREE OR THAT THE CLOUD SERVICES WILL MEET SOURCEWELL OR MEMBER’S REQUIREMENTS. THIS DISCLAIMER AND EXCLUSION SHALL APPLY EVEN IF THE EXPRESS DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 4 12/6/2022
081419-CDW
3 Rev. 4/2019
WARRANTY AND LIMITED REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE. THE
TERMS OF THIS PARAGRAPH DO NOT AFFECT THE TERMS OF ANY WARRANTIES FROM THE CLOUD SERVICES PROVIDER. SOURCEWELL AND ITS MEMBERS ACKNOWLEDGE THAT NO
REPRESENTATIVE OF VENDOR IS AUTHORIZED TO MAKE ANY REPRESENTATION OR WARRANTY THAT IS NOT IN THIS AGREEMENT.
D. DEALERS AND DISTRIBUTORS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized Distributors/Dealers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.
Regardless of the payment method chosen by the Member, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Member at the time of purchase.
When providing pricing quotes to Members, all pricing quoted must reflect a Member’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Member’s requested delivery location.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Members in accordance with Vendor’s Return Policy, which is available from the Vendor upon request. Members reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.
Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.
Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Member.
DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 5 12/6/2022
081419-CDW
4 Rev. 4/2019
B. SALES TAX. Each Member is responsible for supplying the Vendor with valid tax-exemption certification(s). When ordering, Members must indicate if it is a tax-exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Members.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number
x Clearly specify the requested change
x Provide sufficient detail to justify the requested change x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change) x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will be become an amendment to this Contract and be incorporated by reference.
5. MEMBERSHIP, CONTRACT ACCESS, AND MEMBER REQUIREMENTS
A. MEMBERSHIP. Membership in Sourcewell is open to public and nonprofit entities across the United States and Canada; such as municipal, state/province, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Members that can legally access the Equipment, Products, or Services under this Contract. A Member’s authority to access this DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 6 12/6/2022
081419-CDW
5 Rev. 4/2019
Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Member’s use of this Contract is at the Member’s sole convenience and Members reserve the right to obtain like Equipment, Products, or Services from any other source.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell membership requirements and documentation and will encourage potential members to join Sourcewell.
Sourcewell reserves the right to add and remove Members to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Member policies and procedures, and all applicable laws.
6. MEMBER ORDERING AND PURCHASE ORDERS
A. PURCHASE ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, Member must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically a Member will issue a purchase order directly to Vendor. Members may use their own forms for purchase orders, but it should clearly note the applicable Sourcewell contract number. Members will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Member.
B. ADDITIONAL TERMS AND CONDITIONS. Additional terms and conditions to a purchase order may be negotiated between a Member and Vendor, such as job or industry-specific requirements, legal requirements (such as affirmative action or immigration status requirements), or specific local policy requirements. Any negotiated additional commercial terms and conditions must never be less favorable to the Member than what is contained in Vendor’s Proposal.
C. PERFORMANCE BOND. If requested by a Member, Vendor will provide a performance bond that meets the requirements set forth in the Member’s purchase order.
D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Member requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Member and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 7 12/6/2022
081419-CDW
6 Rev. 4/2019
E. TERMINATION OF PURCHASE ORDERS. Members may terminate a purchase order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Member fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;
2. Federal or state laws or regulations prohibit the purchase or change the Member’s requirements; or
3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Member.
F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Member’s purchase order will be determined by the Member making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Member inquiries; and x Business reviews to Sourcewell and Members, if applicable.
B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to members, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State;
x Customer Zip Code;
DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 8 12/6/2022
081419-CDW
7 Rev. 4/2019
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Member Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Members. The Vendor will submit a check payable to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Members under this Contract during each calendar quarter. Payments should note the Sourcewell-assigned contract number in the memo and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be received no later than forty-five (45) calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than thirty (30) days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.
10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.
B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.
DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 9 12/6/2022
081419-CDW
8 Rev. 4/2019
C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.
D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.
E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, masterservant, principal-agent, or any other relationship.
11. LIABILITY
Vendor must indemnify save and hold Sourcewell and its Members including their agents and employees harmless from any third party claims or causes of action including reasonable attorneys’ fees arising out of the performance of this Contract by the Vendor or its agents or employees which results in injury or death to person(s) or tangible personal property alleged to have been caused by some defect in the Services under this Contract to the extent the Service has been used according to its specifications.
Vendor shall pass through all indemnity protections provided by the Equipment and/or Product manufacturer to the extent intended for the end user of such Equipment and/or Products.
UNDER NO CIRCUMSTANCES AND NOTWITHSTANDING THE FAILURE OF ESSENTIAL PURPOSE
OF ANY REMEDY SET FORTH HEREIN WILL EITHER PARTY ITS AFFILIATES OR ITS OR THEIR
SUPPLIERS SUBCONTRACTORS OR AGENTS BE LIABLE FOR ANY INCIDENTAL INDIRECT SPECIAL
PUNITIVE OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS
BUSINESS REVENUES OR SAVINGS AND LOSS DAMAGE OR CORRUPTION OF DATA OR
SOFTWARE EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITIES OF SUCH DAMAGES OR IF SUCH DAMAGES ARE OTHERWISE FORESEEABLE.
12. AUDITS
No more than one (1) time per twelve (12) month period during the term of this Contract, upon thirty (30) days advance written notice, Sourcewell reserves the right to review the books, records, documents, and accounting procedures and practices of the Vendor relevant to this Contract to verify the amounts paid hereunder. Such rights shall extend for a minimum of six (6) years from the end of this Contract. This clause extends to Members as it relates to business conducted by that Member under this Contract.
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13. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.
If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.
14. INTELLECTUAL PROPERTY
As applicable, Vendor agrees to pass through to Sourcewell or its Members any indemnity intended for the end user of the Products on account of the use of any Equipment or Products by Sourcewell or its Members supplied by Vendor in violation of applicable patent or copyright laws.
Member’s rights to Work Product (meaning materials and other deliverables to be provided or created individually or jointly in connection with the Services, including but not limited to all inventions, discoveries, methods, processes, formulae, ideas, concepts, techniques, know-how, data, designs, models, prototypes, works of authorship, computer programs, proprietary tools, methods of analysis, and other information whether or not capable of protection by patent, copyright, trade secret, confidentiality, or other proprietary rights, or discovered in the course of performance of this Contract, that are embodied in such work or materials) will be upon payment in full a non-transferable, non-exclusive, royalty-free license to use such Work Product solely for Member’s internal use. Member obtains no ownership or other property rights thereto. Member agrees that Vendor may incorporate intellectual property created by third parties into the Work Product and that Member’s right to use such Work Product may be subject to the rights of and limited by agreements with such third parties.
As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Members against any and all third party suits, claims, judgments, and costs, instituted or recovered against Sourcewell or Members by any person on account of the use of any Services or Work Product by Sourcewell or its Members supplied by Vendor in violation of applicable U.S. patent or copyright laws.
15. PUBLICITY, MARKETING, AND ENDORSEMENT
A. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 11 12/6/2022
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prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
B. MARKETING. Any direct advertising, marketing, or offers with Members must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.
C. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.
16. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.
17. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
18. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.
19. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have thirty (30) calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 12 12/6/2022
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under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Members as a result of such failure to proceed will be borne by the Vendor.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Member order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
20. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition). At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
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Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer).
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability.
During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Vendor’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
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B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates will be emailed to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include there will be no cancellation, suspension, non-renewal, or reduction of coverage without prior written notice to the Vendor.
Upon request, Vendor must provide to Sourcewell copies ofcertificates of insurance, within ten (10) days of a request. Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to include Sourcewell and its Members, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies).
F. SELF-INSURED RETENTIONS. Any self-insured retention in excess of $10,000 is subject to Sourcewell’s approval.
21. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
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B. LICENSES. Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Members.
22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota, the United States federal government, or any Member.
Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
23. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Members that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Members may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. The following list only applies when a Member accesses Vendor’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 16 12/6/2022
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“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. § 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 17 12/6/2022
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certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of three (3) years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.
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J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
24. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon sixty (60) days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.
Termination of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to termination.
25. THIRD PARTY CLOUD SERVICES
"Personal Data" means data which relate to a living individual who can be identified (a) from that data or (b) from that data and other information which is in the possession of or is likely to come into the possession of the controller and includes any expression of opinion about the individual and any indication of the intentions of the controller or any other person in respect of the individual.
Cloud Services. It is acknowledged that Sourcewell and its Members are receiving the Cloud Services directly from the Cloud Service Provider pursuant to the Cloud Service Provider’s standard terms and conditions, or such other terms as agreed upon by Sourcewell and its DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 19 12/6/2022
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Members and the Cloud Service Provider (“Cloud Services Terms and Conditions”). Accordingly, it shall consider the Cloud Service Provider to be the contracting party and the Cloud Service Provider shall be the party responsible for providing the Cloud Services to Sourcewell and its Members and shall look solely to the Cloud Service Provider for any loss claims or damages arising from or related to the provision of such Cloud Services.
Sourcewell and its Members shall be solely responsible for daily back-up and other protection of its data and software against loss damage or corruption. Sourcewell and its Members shall be solely responsible for reconstructing data (including but not limited to data located on disk files and memories) and software that may be lost damaged or corrupted during the performance of Cloud Services. VENDOR AND ITS AND THEIR SUPPLIERS, SUBCONTRACTORS, AND AGENTS ARE
HEREBY RELEASED AND SHALL CONTINUE TO BE RELEASED FROM ALL LIABILITY IN
CONNECTION WITH THE LOSS, DAMAGE, OR CORRUPTION OF DATA AND SOFTWARE AND
SOURCEWELL AND ITS MEMBERS ASSUME ALL RISK OF LOSS, DAMAGE, OR CORRUPTION OF DATA AND SOFTWARE IN ANY WAY RELATED TO OR RESULTING FROM THE CLOUD SERVICES.
Sourcewell CDW Government LLC
By: __________________________ By: __________________________ Jeremy Schwartz Robert F. Kirby
Title: Director of Operations &
Procurement/CPO
Title: President
Date: ________________________ Date: ________________________ Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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RFP#081419 - Technology Catalog Solutions
Vendor Details
Company Name: CDW Government LLC
230 N. Milwaukee Ave
Address:
Vernon Hills, IL 60061
Contact: John Moss
Email: [email protected]
Phone: 312-547-2453
HST#: 36-4230110
Submission Details
Created On: Thursday June 27, 2019 08:11:44
Submitted On: Tuesday August 13, 2019 13:11:20
Submitted By: John Moss
Email: [email protected]
Transaction #: 3bee9b55-c457-4fdb-b721-f488e24ba2bb
Submitter's IP Address: 165.225.57.75
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 21 12/6/2022
Specifications
Proposer Identity & Authorized Representatives
Line
Item Question Response *
1 Proposer Legal Name (and applicable
d/b/a, if any):
CDW Government LLC *
2 Proposer Address: 230 N. Milwaukee Ave. Vernon Hills, IL 60061 *
3 Proposer website address: www.cdwg.com *
4 Proposer's Authorized Representative
(name, title, address, email address &
phone) (The representative must have
authority to sign the “Proposer’s
Assurance of Compliance” on behalf of
the Proposer):
Name: Robert F. Kirby Title: President,
CDW Government LLC Address: 75 TriState International Lincolnshire, IL 60069 Email Address:
[email protected] Phone:
847.968.9898
*
5 Proposer's primary contact for this
proposal (name, title, address, email
address & phone):
Name: John Moss Title: Proposal
Specialist Address: 120 S. Riverside
Plaza Chicago, IL 60625 Email
Address: [email protected] Phone:
312.547.2453
*
6 Proposer's other contacts for this
proposal, if any (name, title, address,
email address & phone):
Name: Mark Ellis Title: Manager, Program
Management Address: 74 Reading Ave, Hillsdale, MI
49242 Email Address: [email protected] Phone:
732.982.0390
Company Information and Financial Strength
Line
Item Question Response *
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*
7 Provide a brief history of your company, including An influential Walker survey once predicted that by 2020 customer experience will overtake your company’s core values, business philosophy, price as the key differentiator for organizations. At CDW, we’ve always felt that to be true. and industry longevity related to the requested From our earliest days as a classified ad for a 512K memory personal computer in the back equipment, products or services. of the newspaper in search of a customer (yes, we date all the way back to 1984, when classified ads in the newspaper were a thing) to the supplier today of integrated IT solutions for our 250,000 customers, the U.S. Census Bureau to Bemidji Area Schools.
Everything we do revolves around meeting the needs of our customers. It’s tied into our core values, our business philosophy, our industry longevity, our culture, everything. It’s always been that way and it will always be that way. From our front-line sales to backbone support, what brings us together as a company of 9,400 coworkers is our focus on our customers and the CDW Experience they receive no matter their size or location.
For any who aren’t familiar with us, what’s the CDW Experience? No, it’s not a musical act featuring mop top haircuts and matching suits, though you might say it involves a kind of harmony.
- It’s first listening to our customers to find out what they need, what they want, and what
they wish could be, rather than merely overwhelming them with our technology catalog of 100,000 products.
- It’s removing barriers to efficient procurement so that our customers can select technology solutions online or by phone at a price they can afford. - It’s being a true trusted advisor to our customers, making them aware not only of available technology but of technology roadmaps so they can make the most informed purchases, or non-purchases as the case may be, to maximize investment at every critical decision point in the IT lifecycle.
- It’s offering our customers stability and security through rigorous quality control standards, such as our five ISO certifications, in procuring and delivering their IT investments to ensure their investment arrives on time, is what they ordered, and works. - It’s installing and managing our customers’ solution with certified technical and solution experts, either using in-house professionals with more than 6,700 technical certifications or a Trusted Partner Network of more than 1,200 partners of various size, demographic and geography.
- It’s responding to our customers’ requests for support and management after we’ve already made the sale, ensuring their purchases work for them and meet all applicable standards, verifiable through custom reporting.
- It’s meeting our customers’ demands for diversity, equality, and environmental responsibility in the supply chain by partnering with small, local, and diverse businesses, contributing to overall diverse spend in 2018 exceeding $2B.
From our founding to now, we’ve been offering the latest technology and technology solutions, keeping pace with trends every step of the way so that our customers don’t have to. In the 80s it was PCs, VCRs, painter pants, and Miami Vice, and today it’s integrated IT solutions, cloud technology, eSports, and avocado toast.
But none of this would be possible without our incredible coworkers.
The way we make it great for our customers is by making it great for our coworkers.
Meaning, the reason we can commit ourselves so thoroughly to our customers is because of the culture we’ve built at CDW that sustains us, and the relationships we form that constantly
uplift us, motivating us to try harder in delivering the CDW Experience. We empower our coworkers to be everyday bold in their careers through many programs and initiatives. Here’s a select group:
Commitment to Diversity
CDW understands the importance of recruiting and retaining a diverse internal workforce. It starts at the top. On January 1, 2019, Christine Leahy, formerly CDW’s Chief Revenue Officer and with the company since 2002, succeeded Thomas Richards as CEO, making her one of the fewer than 10% of all female Fortune 500 CEOs.
We enable all of our coworkers to make solid, dependable connections in the workplace, with our customers, our supplier partners, and in the communities we serve. We encourage coworkers to take an active role in their own personal and professional development through our many mentoring, technical, and professional development groups, including African Heritage Network, Hispanic Organization for Leadership and Achievement, Women’s Opportunity Network, Alliance for Business Leading Equality, and Military & Allies Resource Council networks.
Community Involvement
As a Fortune 500 company with resources on a global scale, and a widespread presence at the local-level, we recognize our responsibility as citizens of our local communities and the world. CDW provides coworkers volunteer opportunities, including paid volunteer time off, and organizes many charitable events, including our annual Fun Drive each July. Last year CDW and our coworkers raised nearly $700,000 for Children’s Miracle Network (CMN) Hospitals, helping children in our communities throughout the United States and Canada, and bringing our 30-year total to more than $8.3 million.
Beyond our ongoing charitable work, when extraordinary catastrophes have occurred, CDW and our coworkers have been there to support the recovery. We have given our time and support to support those in need, including during the Indian Ocean Earthquake and Tsunami, Hurricane Katrina, the Haiti Earthquake, the Japan Earthquake and Tsunami, and Hurricane Sandy.
Environmental
Environmental Responsibility is a big part of our culture. Though CDW does not manufacture products, we continually work to be mindful of our carbon footprint by developing internal efficiencies and policies for waste reduction, and complying with ISO 14001 standards, all of DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 23 12/6/2022
8 Provide a detailed description of the products
and services that you are offering in your
proposal.
Sourcewell’s 50,000 members are made up of public sector agencies and not-for-profits with diverse needs and compliance requirements: classroom technology, public safety equipment, implementation services for secure infrastructure that stores public data, HIPAA, FERPA. CDW Government LLC (CDW•G) offers 100,000 products and has more than 1,000 services coworkers, with a deep bench of preferred partners available to meet Sourcewell members’ (Members) diverse needs. As the market for IT continues to mature, our experience is that more and more customers are seeking integrated technology solutions. CDW•G delivers these solutions—with advice, support, ideas, technology and the experience of thousands of experts.
So whether it’s a quick pick off the shelf, or something a little more involved, our full solution capabilities range from discrete hardware and software products and services to complex technology implementations::
• Hardware. Cables, collaboration and IP telephony, computers (including notebooks, tablets, thin clients), data storage, monitors and projectors, networking products, power, cooling and racks, printers, scanners, and print supplies. • Software. Backup/archive/storage, business, database and business intelligence, desktop/web publishing, management, operating systems, security, and virtualization. • Solutions. Business intelligence, cloud solutions, data center, digital signage, document management, managed print services, mobility, networking, point of sale, security, 3D printing, total software management, unified communications.
• Services: o IT Consulting Services: Our consultants have years of experience in IT direction, process improvement, governance and technology for cloud, IT operations and business continuity as well as mergers and acquisitions. o Security Services: We prioritize security in everything we do, but we also specialize in security assessments and overhauls to safeguard one of your most precious assets — your data. o Networking Services: Our professional services team will assess the impact on your network bandwidth and recommend upgrades as needed o Cloud Services: Our IT consulting team can assess your needs and help you select the right SaaS or IaaS apps and cloud solutions for your business. o Data Center Services: Our engineers help you cut costs by replacing high-maintenance hardware with converged infrastructure and virtualized network and storage resources, on- premises or in the cloud. o Digital Workspace Services: Our team will help you optimize your network for mobile workspaces and collaboration while prioritizing efficiency and security.
With over 1,000 original equipment manufacturers (OEMs), Members have the choice of the usual heavyweights such as HPI, Lenovo, Cisco, Microsoft, Acer, Dell EMC, HPE. We also offer hundreds of other vendors making very cool products and providing very specific services that may be the precise technology for a Member in, say, public safety, such as Getac’s rugged laptops, or Havis’ mounting solutions.
But at CDW•G we know just offering solutions, services, and products doesn’t answer the mail. A critical factor for Members in their procurement goals is the delivery and implementation of the solutions, services, and products to ensure their needs are met. As our company has amassed this impressive portfolio of solutions, products, and services, our leadership foresaw the potential hazards of onboarding newer to market OEMs for our customers and built uncompromising oversight into our process as a result. Sourcewell members benefit from the following steps CDW•G built into our procurement process to ensure risk management on the solutions, products, and services we deliver:
- Requesting our OEM partners put in place supply chain risk management plans to control components sourcing and ensure that no gray market or counterfeit materials are incorporated into their products.
- Vetting to ensure that only OEMs that produce genuine, quality equipment are added to CDW•G’s manufacturer portfolio.
- Acquiring equipment only from manufacturer-authorized sources. - Selling only equipment that we are authorized to sell. - Maintaining redundancy in our manufacturer portfolio, such that if one manufacturer is having trouble with counterfeit parts being introduced to its supply chain, the customer has the option of purchasing an alternative manufacturer from CDW•G. - Purchasing additional stock, when commercially reasonable, to provide customers access to replacement products should a recall be issued for products they have purchased. - Conducting quarterly business reviews with our major OEM partners where any counterfeit/gray market issues are addressed.
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9 What are your company’s expectations in the
event of an award?
Whether it’s the internal expectations we set for ourselves, or external expectations financial analysts place on us every three months when it comes time to publicly report our financials, CDW•G has a history of exceeding expectations. We are successful in exceeding expectations in part due to discipline and a forward-thinking approach. We think carefully about what the future will look like and use internal metrics to make sure we are tracking our forecasts (Please see Question 65 for sample metrics). This process makes us confident going on the record with our projections, knowing we will be held to these standards and expected to deliver. A highlight of the Sourcewell and CDW•G relationship over the years has been the alignment of expectations and the roadmap to meeting and often exceeding those. Before we dive in to our expectations upon award of this contract, we’d like to revisit our financial expectations set forth in the last Technology Solutions proposal and how we performed against those: Expected peak growth for 2018 as described in CDW•G 2014 Sourcewell/NJPA Technology Solutions proposal: $350,000,000
Actual growth for 2018: $550,000,000 For the next five years of this contract, we project the fo revenue targets under a sole source award:
2020: $594,930,000
2021: $624,680,000
2022: $655,910,000
2023: $688,710,000
2024: $723,140,000
Here are five big ideas on how CDW•G and Sourcewell will get there together: 1) We expect Canadian performance on this contract will be a key differentiator. We have more than 400 coworkers in Canada to support Sourcewell members across the country. Our recent acquisition of Scalar Decisions Inc., a leading IT solutions provider in Canada, enhances the value that we can deliver to customers. Scalar’s expertise is in professional and managed services, infrastructure, and security.
2) We expect to further diverse partnerships to continue ongoing focus on all communities Sourcewell serves. We do this in a number of ways. Externally, such as in 2018 when we were invited to join the New York City Mayor’s Corporate Alliance Program, which provides diverse businesses direct access to select partner corporations. And internally, with diverse supplier trainings for our sales force that enable better understanding of customers’ diversity goals and initiatives, and CDW•G’s diverse spend solutions. 3) We expect collaboration on marketing to drive increased contract usage and growth. We will generate a spotlight media piece detailing the exclusivity of the CDW•G & Sourcewell agreement that can be shared through various channels, participate in cobranding marketing opportunities, continue sales enablement and training activities, and generate awareness of the agreement through key events and collateral primarily distributed electronically but also with printed releases. 4) We expect to continue our effective partnerships with the Sourcewell organization and other valued Sourcewell vendors. As one of the longest-tenured Sourcewell vendors and one of the largest in terms of sales volume, CDW•G brings tremendous resources to the relationship. We have actively participated in support of Sourcewell leadership and its annual vendor conference for fifteen years. Mark Ellis, from CDW•G’s Program Management team, has been an active participant on Sourcewell’s Vendor Advisory Board, collaborating on past initiatives, such as collecting data from the vendor community on ideas for improved collaboration with Sourcewell, and in Sourcewell’s recent transition from NJPA, connecting Sourcewell to CDW•G marketing leaders and executives to review and solicit feedback. 5) We expect regular strategy meetings with Sourcewell to achieve the following goals: a.
Align Sourcewell goals with CDW•G business development and sales leadership to create targeted lists of customers based on membership status, which we’re already serving but with less activity than expected, and which we’re not serving but should be. For example, CDW•G and Sourcewell’s joint success in leveraging our strong public safety offerings to establish a relationship with the National Sherriff’s Association is a blueprint for the future. b. Contribute research on key legislation that impacts cooperative purchasing. For example, we know recently Utah and Illinois passed legislation that should benefit cooperative purchasing initiatives in those states.
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10 Demonstrate your financial strength and stability
with meaningful data. This could include such
items as financial statements, SEC filings, credit
and bond ratings, letters of credit, and detailed
reference letters. Upload supporting documents
(as applicable) in the document upload section of
your response.
Sourcewell can be confident of CDW•G’s financial stability. We are a subsidiary of CDW, LLC, which is a subsidiary of CDW Corporation, a publicly-owned Fortune 500 company. As a government agency, Sourcewell is familiar with the trust established through transparency. Four times a year our CEO, Christine Leahy, and CFO make public the results of our recent financial performance and the overall health of our company. We are very proud of our financial record. Selected current financial data:
• Current CDW corporate credit ratings are all stable:
o Moody’s: Ba2 o
Standard and Poor’s: BB+ o
Moody’s Outlook: Positive o
S&P Outlook: Stable
o Our cash plus revolver availability (open agreements to borrow) is at $1.2B as of June 30, 2019, demonstrating strong financial credit.
• Over the past decade our net sales have almost doubled U.S. IT spending as measured by Compound Annual Growth Rate (“CAGR”)
• CDW has been steadily increasing revenue for each year since we went public in 2013, reaching our highest-ever net sales at $16.2B We have also uploaded CDW’s past three annual reports to provide Sourcewell with a thorough accounting of CDW’s financial health.
Our complete financial portfolio is available at
https://investor.cdw.com/
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DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 25 12/6/2022
11 What is your US market share for the solutions
that you are proposing?
We estimate that our total Net sales of approximately $17 billion (on a trailing twelve-month basis) represents approximately 5% of our addressable market, which is estimated at ~$325 billion.
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12 What is your Canadian market share, if any? We do not break out Canada separately; we have reported $1.98B sales in Canada and U.K. in 2018. *
13 Has your business ever petitioned for bankruptcy
protection? If so, explain in detail.
As of the date of submission, CDW•G has never filed a petition for bankruptcy protection. * 14 How is your organization best described: is it a ma
your written authorization to act as a distributor/dea
your sales and service force and with your dealer
a) CDW•G can best be described as a reseller. As part of our Additional Documents zip file upload, we have included written authorization to act as a reseller for the wholesale distributor Tech Data in both the U.S. and Canada. We feel partnering with a reseller like CDW•G over a manufacturer for your contract provides greater benefits to Sourcewell members. Sourcewell is looking for a vendor that can support a catalog that offers both depth and breadth to members. Manufacturers often default to promoting their own products, rather than the solution that best meets the Member’s need. In fact, this can be true for a number of competing resellers as well. Some resellers can generate a substantial portion of their sales from one manufacturer partner, in some cases as much as 50%. This can also be a risky business model. CDW•G is uniquely unbiased. Proof is in our sales; our 2018 company revenue mix did not include a single OEM making up more than 10% of our total. One of the benefits of our vetted portfolio of 1,000 leading brands is that it insulates us, and our customers, from the events of any one company. OEMs and resellers relying heavily on one manufacturer partner can mean a cloudy future for contract success when a business-altering event takes place.
Please visit our easy-to-search website for a list of the OEMs CDW•G is authorized to resell:
www.cdwg.com/brands And please visit CDW Canada’s website for a list of 1,000 authorized OEMs:
www.cdw.ca/brands Another advantage of our reseller status is we have a captive sales audience, which means we can educate our internal sales force on contracts such as Sourcewell, how to sell on Sourcewell, and how to align sales messaging with the contract’s needs. This process leads to contract adoption by CDW•G account managers and that has led to contract adoption by their customers. Together, we have increased new Member usage over the past five years by more than 20%. For our U.S. operations, in 2018 we purchased approximately 50% of the products we sold as discrete products or as components of a solution directly from our vendor partners and the remaining 50% from wholesale distributors.
Additionally, we are authorized and do buy direct when economically advantageous. As one of the largest direct market resellers, CDW•G has established great working relationships with the major manufacturers in the technology industry. Our buying power attracts the industry’s top manufacturers-and their best prices and rebates. Most manufacturers send us daily Electronic Data Interchange (EDI) downloads with pricing and product availability information. Also, we receive timely notification regarding product changes and lifecycles. In a recent calendar quarter documented by one of our comprehensive Sourcewell sales reports submitted under the current contract, products and services sourced from 663 manufacturers were purchased by the Membership via the contract. These represent the entire range of the technology market from wires, cables and connected classroom furniture to advanced networking/data center solutions.
Effective purchasing and inventory management are key elements of our business strategy that result in safe and secure IT hardware and software for our customers. Our management information systems, purchasing systems, radio frequency-based cycle counting system, and use of vendor stock balancing allow us to minimize our investment in inventory and to reduce inventory discrepancies and the risk of obsolescence.
We conduct quarterly business reviews with our top suppliers and distribution partners to communicate any outstanding issues. We have developed supplier scorecards for our suppliers to drive service expectations and accountability, which directly relates to the customer buying experience. These scorecards have greatly improved service levels and are driving process improvement initiatives throughout the supply chain with many partners.
CDW•G has a replenishment program with specific criteria for each manufacturer that takes lead-time into consideration when placing orders as well as monitors return rates to look for quality issues. CDW•G purchases products in volume when practical and stores the oversupply in our overstock locations. In this way, we can pass along volume discount savings to our customers, and the products are available for immediate shipment. We also offer staging options in which we can warehouse specific items, release them on a rollout schedule, and guarantee stocking position.
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b) Although CDW•G is best described as a reseller, we are also recognized as a service provider. CDW•G’s sales force, including both inside and field-based personnel in customerfacing sales roles, are employed directly by our company. We do not use dealers, partners, or subcontractors in this role. Our business model offers Sourcewell members the advantage of leading manufacturers paired with strategic, integrated, comprehensive services. We know that accelerating changes in technology mean that customers require more than just a product to satisfy many of their IT needs. Most customers expect a security component built in to their purchase, which often means implementation, monitoring, and more. CDW•G has transformed from primarily a technology products reseller to include services as part of our integrated technology solutions catalog to keep pace with our customers’ needs. We have built a services practice that supports more than 35,000 customers in 140 countries.
Please visit our website for a video on how CDW•G services deliver innovation.
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 26 12/6/2022
www.cdw.com/services One example of how Sourcewell members benefit from our innovative services is in K-12. CDW•G provides broad and diverse services such as large volume Chromebook rollouts with White Glove Services, networking implementation under the e-Rate program, onsite deployment of whiteboards/video solutions, physical security upgrades, and Blueprint to Design™, a value-added design service that includes classrooms, media centers, cafetoriums, and STEM/STEAM labs. We can deliver all of the services requested in this RFP by means of our internal coworkers, which includes engineers with precise technical expertise, as well as through a network of trusted service providers with whom we have long-term, ongoing relationships. Many of the services we offer are scoped on a custom basis to meet the customer’s specific needs. The ability to use our own coworkers as well as our network of service providers gives us flexibility and deep resources to meet changing workload demands. To make sure we are meeting our customers’ needs, we have built a deep services practice that goes above and beyond OEM requirements. For example, Cisco’s minimum requirement to be a Gold-Certified Partner is to have 4 Cisco Certified Internetwork Experts (CCIEs) on staff. While other vendors may be able to meet Cisco’s minimum threshold to gain the designation, CDW•G takes it further to ensure we are meeting our customers’ requirements
by staffing our services team with 63 CCIEs.
15 If applicable, provide a detailed explanation
outlining the licenses and certifications that are
both required to be held, and actually held, by
your organization (including third parties and
subcontractors that you use) in pursuit of the
business contemplated by this RFP.
We recognize that Sourcewell members are made up of government, education, tribal nations, and non-profit members. In our years of experience working with Members we’ve found they themselves don’t require many licenses or certifications from IT vendor partners. Separate from this, there are unique state business licenses and tax certificates found at the state, county, and local level. CDW•G holds the applicable licenses and certifications to do business in every state on this contract.
When it happens a local agency we haven’t worked with before requires a license or certification we may not hold, our account managers work with our Finance or Program Sales team (depending on the requirement) to apply for the license. If the requirement is one we do not qualify for, like a small business certification, we work with our vendor partners to meet the customer’s need. We also follow all applicable laws, such as prevailing wage legislation.
For the licenses and certifications that are held by CDW•G, these reflect a commitment to stability and security through rigorous quality control standards. Our business succeeds in part due to an understanding with our partners that we can safely procure and implement their IT investments, and protect their critical information. Select quality control and technical certifications held by CDW•G are as follows: International Organization for Standardization (ISO). ISO certified since 2001, CDW•G has a mature, well-defined Quality Management Systems (QMS) that includes continued compliance to the following ISO Standards:
- ISO 9001 – Quality Management System: Sales, configuration and support of computer and related technology within both of CDW•G’s Configuration Centers. - ISO 28000 – Supply Chain Security Management System: The planning, delivery and oversight of secure supply chain management and supporting activities in the US. - ISO 27001 – Information Security Management System: Provision of product sales to CDW•G customers, including all backbone functions and support of computer and related technology.
- ISO/IEC 20243 – Information Technology: Complies with the requirements in the Open Trusted Technology Provider Standard (O-TTPS).
- ISO 14001 – Environmental Management System: The environmental activities related to product/service management, inventory control, shipping, returns management, and receiving for computers and related technologies, excluding the office, cafeterias and the lessee area.
HIPAA - Health Insurance Portability and Accountability Act: CDW•G complies with all applicable HIPAA regulations, including those related to auditing.
SSAE16 Service Organization Controls (SOC) 1 Type 2 – CDW•G Managed Services has had clean, annual PCI and SAS70 Type II (and now Statement on Standards for Attestation Engagements No. 16 (SSAE16)) audits since 2004. PCI Level 1 Compliance – CDW•G Managed Services is audited annually for Level 1 Payment Card Industry (PCI) compliance which attests to the fact that our Managed Services operations and services meet requirements to comply with the standards of the PCI Security Standards Council.
Additionally, CDW•G’s certifications and knowledge-depth extend to the individual level. Our coworkers hold many technical certifications to support the diverse technology solutions in our catalog. Please find these in Question 69.
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16 Provide all “Suspension or Disbarment”
information that has applied to your organization
during the past ten years.
As of the date of this submittal, and for the prior ten years, CDW•G certifies that to the best of its knowledge and belief, CDW•G has not been listed by any federal or state authority as debarred or suspended, where such debarment or suspension would have a material and adverse ability on our ability to perform hereunder.
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17 Within this RFP category there may be
subcategories of solutions. List subcategory titles
that best describe your products and services.
Accessories Power, Cooling &
Racks Desktop Computers
Data Storage/Drives Enterprise
Storage Point of Sale/Data
Capture Servers & Server
Management Notebook/Mobile
Devices NetComm Products
Carts and Furniture Printing &
Document Scanning Services
(Partner Delivered) Software
Collaboration Hardware Video &
Audio
Cables
Warranties-Product Protection
Video Hardware
Interactive Whiteboards Interactive
Flat Panel Display Chromebooks
Google Chrome Management SaaS
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Industry Recognition & Marketplace Success
Line
Item Question Response *
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18 Describe any relevant industry awards or
recognition that your company has received in
the past five years
Sourcewell is committed to building valued relationship and delivering innovative solutions with integrity, exceeding the expectations of its members. Offering its members the opportunity to purchase the best IT at a competitive discount is an important part of Sourcewell’s commitment, but so is the character and quality of the vendor that Sourcewell provides as a business partner.
Over our decades of doing business, our company has been recognized as creating the sort of environment that empowers its coworkers to be successful. We make it great for our customers by making it great for our coworkers. Here we highlight five recent workplace awards and recognitions that speak to our company and culture. One of the Best Places to Work in IT 2019
Computerworld This year, which marks the 19th time our company has won the Computerworld for Women in 2019
Fairygodboss Fairygodboss named us one of the Best Companies for Women in 2019 for our commitment to gender diversity and both recruiting and retaining female talent.
Fairygodboss is the largest career community for women.
Best for Vets Employer 2019 Military
Times
Military Times named our company one of its Best for Vets Employers in 2019, placing us among the top employers for veterans based on culture, recruiting, policies, and resources related to veterans, service members, and military families. Perfect Score in Corporate Equality Index 2019
Human Rights Campaign We were recognized with a perfect score of 100 percent on the Human Rights Campaign’s 2019 Corporate Equality Index (CEI) and the distinction as a Best Place to Work for LGBTQ Equality.
Top 100 Solution Providers Computer
Dealer News (CDN)
Every year CDN compiles a list of the Top 100 IT Solution Providers in Canada based on company revenue. CDW Canada ranked No. 2 in 2019 (based on 2018 revenue). Above are select awards from 2019. Over the past few years we have received many awards and recognition, and those include the following list:
- 100 Best Places to Work in Chicago
- Best Places to Work in Connecticut
- Top Companies to Work for in Arizona
- Tampa Bay Business Journal Best Places to Work
- Dallas Business Journal Best Places to Work
- Forbes’ America’s Best Employers
- Military Friendly Employer Award
- Business Equality Network LGBTQ Business Equality Excellence Award - Workforce 100 and Human Capital Media Research recognized CDW as one of the 2018 Workforce 100
- Canada’s Channel Daily News named CDW Canada the No. 2 Solution Provider of the Year, and Scalar, a CDW Company, the Top Storage Provider of the Year. Workplace honors are only part of what makes our company special. We also commit to excellence in the eyes of our OEM partners in order to further our partnerships in delivering best-value solutions to our customers. A sample of our partner recognition over recent years is as follows:
- Aruba Top Channel Partner Award
- Citrix U.S. Public Sector Partner of the Year
- Cisco Collaboration Partner of the Year
- Dell President’s Circle Award
- HP Partner of the Year
- HPE North America Network Service Provider (NSP) Partner of the Year Award - HPI largest partner in Direct Reseller Channel
- IBM North America Top Strategic Business Partner Leadership Award - Intel North America Public Sector Partner of the Year - Lenovo’s largest Global Direct Response Channel Partner - Microsoft Partner of the Year
- Nutanix Global Partner of the Year
- Sophos National Partner of the Year
- VMware Partner Innovation Award
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19 What percentage of your sales are to the
governmental sector in the past three
years
2018: 34%
2017: 28%
2016: 34%
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20 What percentage of your sales are to the
education sector in the past three years
2018: 38%
2017: 36%
2016: 36%
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21 List any state or cooperative purchasing
contracts that you hold. What is the annual
sales volume for each of these contracts over
the past three years?
CDW•G holds numerous state or cooperative purchasing contracts, including AEPA, TIPS, PEPPM, E&I. Unlike Sourcewell, however, most of our cooperatives that we work with are not public agencies, a decided disadvantage to transparency. While we cannot provide the sales volumes, Sourcewell can find a full list of our publicly available agreements at www.cdwg.com/contracts.
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DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 29 12/6/2022
22 List any GSA contracts that you hold. What is
the annual sales volume for each of these
contracts over the past three years?
CDW•G holds the GSA Schedule Contract: 47QTCA18D004K, open to all federal and civilian agencies, state and local agencies, and public schools.
Annual sales volume for the past three full years: 2018:
$142,600,688
2017: $133,866,901
2016: $142,939,903
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References/Testimonials
Line Item 23.
Entity Name * Contact Name * Phone Number *
Elk Grove Unified School District Todd Barber 916.686.7710 ext.68051 * City of Chattanooga Matthew McDarmont 423.643.6339 *
University of Colorado Duane Tucker 303.764.3453 *
Queen’s University, Kingston, Ontario Andy Green 613.533.6000 ext. 32175 City of Swift Current, Saskatchewan Dwayne Levoie 306.778.2708 Top Five Government or Education Customers
Line Item 24. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three years.
Entity Name Entity Type * State /
Province * Scope of Work * Size of Transactions * Dollar Volume Past Three Years * Georgia
Institute of
Technology
Education Georgia - GA 1. Software 2. Netcom
Products 3. Notebooks/Mobile
Devices
19,107 orders ranging in
size from large to small
invoiced at various dates
throughout contract year
$23,575,763
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Florida
International
University
Education Florida - FL 1. NetComm Products 2.
Desktop Computers 3. Software
5,701 orders ranging in size
from large to small invoiced
at various dates throughout
contract year
$18,026,658
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University of
Washington
Education Washington - WA 1. Software 2. Services (partner delivered) 3. NetComm Product
2,936 orders ranging in size
from large to small invoiced
at various dates throughout
contract year
$17,731,256
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Clarksville- Montgo
County Schools
Education Tennessee - TN 1. Notebook/Mobile Devices 2.
NetComm Products 3. Video and
Audio
331 orders ranging in size
from large to small invoiced
at various dates throughout
contract year
$17,569,029
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Valverde
Unified School
District
Education California - CA 1. Notebooks/Mobile Devices 2.
Desktop Computers 3.
Software
1,992 orders ranging in size
from large to small invoiced
at various dates throughout
contract year
$13,029,947
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Ability to Sell and Deliver Service Nationwide
Describe your company’s capability to meet the needs of Sourcewell Members across the US, and Canada if applicable.Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third party), and any overlap between the sales and service functions.
Line
Item Question Response *
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25 Sales force. As Sourcewell’s member base continues to grow in the U.S. and Canada, its ideal partner on this contract will be able to keep up as a valued provider to your diverse membership. But beyond blanketing Members with sheer numbers, Sourcewell’s ideal partner should also be aligned with the nuances of your members’ industry sectors and procurement environments; able to offer specialized support to help Members meet their goals; and to fulfill this contract’s full potential.
As part of the CDW Experience, we organize our sales force differently from other companies in order to best serve our customers. First, we form account teams knowledgeable about the unique public sector customers they support. These account teams serve customers exclusively within their sector, which closely match up with Sourcewell’s member base: K-12 Education, Higher Education, State and Local Government, Federal Government, and Healthcare. The advantage to CDW•G’s model is that our account managers become experts within their sector, able to respond to the very specific needs of each. For example, our account managers in education are knowledgeable in FERPA and other privacy laws, our account managers in State and Local Government track applicable laws to the states they serve, Healthcare teams understand HIPAA. Within each sector, CDW•G’s sales force is then divided into eleven geographic regions across the United States. To support this model, we have office locations all across the country. This combines our vast resources as a Fortune 500 company with a personalized presence right in the neighborhood. As a result, the CDW•G sales force is aware of and prepared to support the local landscape in a way that is unmatched by personnel at both small local companies and national companies. Our full listing of 25 U.S. sales offices is as follows, including a new location in the Nashville area, a 5,000-square-foot-office enabling us to better support Sourcewell members in Tennessee and the South: Chandler, AZ; Glendale, CA; Shelton, CT; Tampa, FL; Chicago, IL; Lincolnshire, IL; Vernon Hills, IL; Evansville, IN; Indianapolis, IN; Detroit, MI; Grand Rapids, MI; Minneapolis, MN; Las Vegas, NV; Cherry Hill, NJ; Eatontown, NJ; Cincinnati, OH; Cleveland, OH; Nashville, TN; Dallas, TX; Reston, VA; Bellevue, WA; Appleton, WI; Madison, WI; Milwaukee, WI; Wausau, WI. Sourcewell members receive expertise, experience, and strength in numbers with CDW•G. They will have access to the following specialized sales account managers in each sector:
- Higher Education: ~200
- K-12 Education: ~350
- Healthcare: ~250
- Federal Government: ~200
- State and Local Government: ~225 Each Sourcewell member will receive an account team that maintains overall responsibility for making certain we deliver the unique CDW Experience.
One part of the team is made up of the account manager, who listens to develop in-depth knowledge of Member values, technical environment, and financial objectives, to then offer ways in which CDW•G can cut costs, increase productivity, and simplify procurement. Supporting the account manager, Members also have a field account executive, who will arrange to visit Member sites for business reviews, solution and services consultation, white board sessions and other meetings, on a regular basis or as needed. And, of course, Sourcewell receives your own dedicated account manager, who ensures Sourcewell pricing is applied to Members’ quotation or order, and affirms that the sale and subsequent fulfillment and invoicing is conducted in accordance with the requirements of the Sourcewell contract. In addition to our U.S. presence, we will support Sourcewell’s members in Canada through our mature presence there. Since establishing Canadian headquarters in 2003, CDW Canada has grown significantly, adding coworkers across the country to better serve customers in their regions. Public Sector sales teams are organized by vertical: education, government, healthcare. With a recent strategic acquisition of Scalar Decisions, CDW Canada has coworkers located in most of the major cities across Canada including Ottawa, Calgary, Edmonton, Montreal, and Vancouver. CDW Canada’s head office is in Toronto, ON, employing more than 400 coworkers and supporting customers and partners across the country. The number of specialized sales support Sourcewell members in Canada will have access to in each sector:
- Education: ~20
- Government: ~20
- Healthcare: ~15 All of CDW•G and CDW Canada’s salesforce are direct employees.
Where our sales and services overlap, Sourcewell members will benefit from yet another unique advantage of CDW•G’s business model. We provide access to incomparable valueadded resources and technical expertise while simplifying the process through a single, dedicated point of contact. Sourcewell members’ CDW•G account managers function as the quarterback here to engage our value-added resources, which include sector-specific support specialists, such as our Public Safety team (law enforcement, fire rescue, emergency medical services, and emergency management organizations) and Education Strategists and Learning Environment Advisors. Also, highly trained presales specialists who are experts in particular areas of technology, and for specific partner solutions, including more than 100 systems engineers who assist with evaluating products based on unique operational requirements and budgetary constraints.
*
26 Dealer network or other distribution methods. CDW•G doesn’t use dealers. We resell directly. * DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 31 12/6/2022
27 Service force. As Sourcewell’s member base continues to grow in the U.S. and Canada, its ideal partner on this contract will offer thorough, localized service coverage to meet the high standards of responsiveness that members have to come to expect on the current contract. Supporting CDW•G’s sales force in providing value to Sourcewell members is an extensive service force, made up of in-house service professionals and a Trusted Partner Network that span coast to coast. Technology procurement goals have evolved since Sourcewell and CDW•G both came into existence decades ago, moving from box pushing to complex solutions made up of different specializations. To make sure we are close-by, responsive, and able to understand our customers’ evolving needs, CDW•G has built a local services presence across 32 cities in the U.S.. Our full listing of U.S. services locations is as follows: Phoenix, AZ; Los Angeles, CA; San Diego, CA; San Francisco, CA; Denver, CO; Miami, FL; Tampa, FL; Atlanta, GA; Chicago, IL; Evansville, IN; Indianapolis, IN; Boston, MA; Detroit, MI; Grand Rapids, MI; Minneapolis, MN; St. Louis, MO; Raleigh, NC; Las Vegas, NV; New York City, NY; Cincinnati, OH; Cleveland, OH; Philadelphia, PA; Pittsburgh, PA; Nashville, TN; Dallas, TX; Houston, TX; Seattle, WA; Washington D.C.; Appleton, WI; Madison, WI; Milwaukee, WI; Wausau; WI Here’s a further services coverage breakdown, by services area and resource type.
- Professional Services Engineers and Project Managers (CDW•G coworkers) across 25 cities in the U.S.
- Partner Services network resources across 32 cities in the U.S. - Professional Services-National Team Engineers and Project Managers (CDW•G coworkers) across the U.S.
- Configuration Center Technicians (CDW•G coworkers) in Chicago and Las Vegas. - Managed Services-Network Operations Center Engineers and Project Managers in Madison, WI, Minneapolis, MN and Chicago, IL.
- Aggregation Services third-party hosting centers across the U.S. CDW•G delivers service by means of our Partner Network with whom we have collaborative, ongoing relationships.
Our Engineers We have over 1,000 services professionals. Instead of breaking our services professionals into sector, with the exception of the federal sector, which has its own unique clearance
* requirements, our services professionals are deployed into all segments. We are always thinking about what provides the best value for our customers and the optimal solution outcome, and in services we believe expertise exists within a particular technology, not sector. For instance, when implementing a Unified Communications solution or monitoring an IBM mainframe, it matters more that the engineer knows those technologies, not whether it’s for a school or a county office. And our engineers know those technologies, and a whole lot more. Our commitment to this ideal has led to nearly 6,700 coworker technical certifications. For a more detailed listing of technical certifications, please see Question 69.
Trusted Partner Network CDW•G has strong alliances with approximately 1,200 services providers, which includes minority, women-owned, and other small, disadvantaged businesses, who provide consultants and engineers to complement CDW services projects. When we feel that a partner can provide the best-value on a given project, we select one based upon their ability to meet the needs of the customer, using such criteria as price, responsiveness, quality, geographic reach, available skill-set, length of project and overall customer satisfaction. We choose our service providers carefully, enabling us to focus on developing strong relationships with only the most competent providers. A majority of our partners are organizations Sourcewell members will recognize: Cisco, Microsoft, IBM, Google, Fujitsu, Oracle, Adobe, MP Integrated Solutions, Atomic Data, Twin City Hardware, and many more. By partnering with these companies, CDW•G brings our customers best-value solutions. In addition to our U.S. presence, we will support Sourcewell members across Canada. We have services coworkers in the following major cities: Calgary, AB; Edmonton, AB; Vancouver, BC; Winnipeg, MB; Toronto, ON; Ottawa, ON; and Montreal, QC. These are supported by partner network resources nationwide.
A further services coverage breakdown, by services area and resource type. - Configuration Center Technicians leveraging our distribution partnerships in the following major Canadian metropolitan cities: Greater Vancouver, Calgary, Greater Toronto and Guelph, Montreal and Halifax.
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28 Describe in detail the process and procedure
of your customer service program, if
applicable. Include your response-time
capabilities and commitments, as well as any
incentives that help your providers meet your
stated service goals or promises.
CDW•G’s goal is to minimize lapses in performance fulfillment, and there are many controls in place to ensure customer satisfaction is continually met. For example, we are proud of our historical percentage of Dead-On-Arrival units being less than .6%, against an exceptionally high output—the number of units shipped daily in recent years is at nearly 150,000. Still, we continually strive to improve the customer experience as part of the CDW Experience.
If due to unforeseen circumstances there is a lapse, we have a support plan in place to listen, evaluate, correct, and understand. To simplify the customer service process, we recommend Sourcewell members bring any issues or inquiries to the attention of their account manager.
Members’ CDW•G account managers should be the center of their customer service and support experience. Barring unforeseen circumstances, account managers respond between 30 minutes and four business hours. They will work to resolve the incident, taking the necessary steps to ensure a best outcome. Or if the account manager is unavailable that day, a backup is assigned. Members’ full account support team is available through their online account. It shows the live status of their representatives’ availability. Please see Question 52 for more information related to online account capabilities. CDW•G account managers’ first step is always to listen. Then they evaluate and determine the best next steps. If the account manager cannot correct the issue, they will escalate it to their sales manager. If the sales manager cannot correct the issue, they will escalate it to the director. Escalation continues until we provide a suitable solution to the performance issue. A word of note: beware of proposed incident escalation paths that go no further than issue resolution. Because Sourcewell members will likely get very familiar with these escalation paths. Vendors that correct the problem but acknowledge it no further than incident escalation/resolution will be able to offer only temporary fixes. They won’t understand the causes of where they failed to meet member expectations.
A follow-up step in our incident escalation process involves taking the incident resolution process one step further. Our sales teams work hand-in-hand with our Program Management team to ensure that for issues requiring significant escalation, we determine proactive measures to prevent the problem from recurring. We want to understand why it happened to make sure it doesn’t happen again. This is one of the reasons we are consistently lauded for outstanding customer service.
As a back-up support option, Sourcewell members can always choose to contact a customer relations representative. CDW•G has representatives available to resolve post-sales inquiries from 7:00 a.m. until 9:00 p.m. CT, Monday through Friday, or via email at [email protected], with a reply back within 24 hours. As part of our focus on listening in providing customers the CDW Experience, we regularly measure customer satisfaction to find out how we can even better meet our customer needs. Because we know that what worked for our customers in 2010 may not be the best method in 2020. That’s why since 2000 our Customer Feedback Program has run via our Market Research Team. The program measures customer satisfaction, thoughts about CDW•G, and problem areas.
The primary methodology is a semi-annual survey which gathers information on customer-facing departments including shipping, customer relations, and the customer’s sales team. Customers assess key touch points and high-level company characteristics.
Customers are selected on a random basis to participate in the surveys. If a customer provides a response that is ranked poor or fair, then a specialist from our Quality Assurance team contacts the customer to determine the reason for their unsatisfactory response and offers additional action to rectify the problem. Notices including customer contact information and feedback are sent to CDW•G sales managers so they can follow up. However, the majority of end users supply favorable survey comments. As a testament to our dedication to customer service, CDW is a past winner of the Forrester Groundswell Award for B2B Listening.
Below are the results from CDW’s semi-annual Customer Relationship Survey in June 2019.
Overall Performance Account Manager – 91%
Customer Service Staff – 90% Delivery Process –
91%
But of all the statistics we track, measure, and apply to our company, we feel the statistic that best measures our customer service is our industry longevity and that customers keep returning to us for their IT needs. For example, of the almost 14,000 Sourcewell members from all market segments who purchased via Sourcewell in 2017, nearly 70% purchased from CDW•G again in 2018.
*
29 Identify any geographic areas of the United
States that you will NOT be fully serving
through the proposed contract.
None. Sourcewell members in all geographic areas will be fully served by CDW•G on this contract. *
30 Identify any Sourcewell Member sectors (i.e.,
government, education, not-for-profit) that you
will NOT be fully serving through the proposed
contract. Explain in detail. For example, does
your company have only a regional presence,
or do other cooperative purchasing contracts
limit your ability to promote another contract?
None. All Sourcewell member sectors will be fully served by CDW•G on this contract. *
31 Define any specific contract requirements or
restrictions that would apply to our Members in
Hawaii and Alaska and in US Territories.
None. We are shipping to Members in Hawaii, Alaska, and in the US Territories. In 2018, we processed 1,139 orders for Members in these states and territories. * Marketing Plan
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Item Question Response *
32 Describe your marketing strategy for
promoting this contract opportunity.
Upload representative samples of your
marketing materials (if applicable) in the
document upload section of your
response.
Industry awareness is critical in establishing a successful cooperative contract and growing its use. In a competitive cooperative landscape, with the very same vendors aspiring to be named to Sourcewell that are already holders of multiple other cooperatives, Sourcewell’s ideal partner needs to fully understand the uniqueness of Sourcewell and how to showcase it, using thoughtful resources and creativity.
CDW•G and our marketing team are very familiar with the Sourcewell brand. We participated in Sourcewell’s successful rebranding effort from NJPA, connecting Sourcewell to CDW•G marketing leaders and executives to review and solicit feedback. Our marketing team is also recognized industry-wide for its campaigns. We were recently named a finalist for Content Marketing Project of the Year by the Content Marketing Institute, the largest and longest-running international content marketing awards program in the world. Added to these distinctions, Sourcewell’s CDW•G Program Management team, who know Sourcewell inside and out through the current contract on a day-today basis, collaborate with CDW•G’s marketing department to create awareness campaigns to disseminate key contract information to potential end users. Taking into account our experience and familiarity from more than 15 years of successfully working together, CDW•G has a forward-looking, 10-step strategy that maximizes our wide-reach to create awareness of Sourcewell in the U.S. and Canada, driving further adoption and spurring increased growth on the next contract.
1. Member Transition. To begin, upon award CDW•G will transition Members using the current contract to the new contract. After contract launch, we can add any Member who requests being added to this contract by linking them to the contract within 5 business days of request. CDW•G’s marketing plan begins with continuing to market this agreement to all eligible Sourcewell members. 2.
Agreement Transition Plan. Possibly the most important step is a well-oiled transition plan from CDW•G’s current agreement to the newly awarded agreement. We’ve already created a sample contract landing page that is ready to go live on Day 1. Please access it at www.cdwg.com/Sourcewell. We’ll keep this site up to date with all the latest contract information.
Products and pricing are available right now. We will also collaborate with Sourcewell marketing to create an email awareness campaign to explain how CDW•G and Sourcewell will make the transition seamless for the Sourcewell membership. For all piggyback agreements that are currently set up between CDW•G and Sourcewell, David White, Sourcewell’s program manager, will work with the local sales team to build a transition plan for each agreement to ensure continuous use of the Sourcewell and CDW•G agreements. 3. Customer Facing Collateral. In an effort to drive awareness of the Sourcewell agreement through CDW•G, collateral will be distributed electronically, on the Sourcewell landing page, and printed for Sourcewell customers. Collateral will communicate the benefits of purchasing through the agreement from CDW•G as well as showcase products, services, and solutions offered to customers. As a part of this proposal, CDW•G has created customer-facing collateral that is ready for immediate distribution upon award. Our strategy is twofold. First, to ensure business continuity for our current Sourcewell customers, making sure they are promptly aware of the new contract so that we transition smoothly into the next agreement. Second, we want to increase awareness and adoption for current nonmembers in order to promote net new growth for Sourcewell.
These sample documents can be viewed as part of our document uploads in this section, as well as at www.cdwg.com/Sourcewell.
4. Sales Enablement/Training. A Sourcewell member’s first point of contact with CDW•G is typically their dedicated account manager. Correspondingly, it is critical that our account managers understand the scope and benefits of the Sourcewell agreement. In conjunction with the technical trainings offered to our CDW•G account teams, our Program Management team will also train our sales teams regarding the Sourcewell agreement with CDW•G. Training won’t be a one-time thing— David White and the CDW•G Program Management team continuously train and provide information to educate the sales force on updates or changes to our program with Sourcewell. Having multiple touch points throughout the year helps provide additional ways for the team to gain information that directly relates to launching the program, maintaining compliance, and promoting growth of the Sourcewell agreement.
The range of the CDW•G training program allows our account teams to support Sourcewell members through the entire sales cycle from project inception, purchase, solution deployment, and post-sale support. Moreover, our account teams then propagate the value of the Sourcewell agreement to nonmembers helping to drive increased adoption and contract growth. 5. Monthly Email. CDW•G produces and distributes a Sourcewell specific email monthly to approximately 11,000 CDW•G Sourcewell customers. Emails have been designed to highlight monthly rotating solutions topics for the Sourcewell members such as Hyper-Converged Infrastructure (HCI), Mobility and Networking, along with direct links to the CDW•G/Sourcewell landing page. Please see a sample email we recently sent out included in our marketing materials document uploads. 6. Corporate Communications. Upon award, CDW•G will generate a spotlight media piece at the CDW Newsroom site detailing the exclusivity of the CDW•G Sourcewell Agreement. These can be shared with select media publications.
We also encourage both corporate and individual coworker social media channels to share releases at CDW Newsroom. Finally, it will be a part of a daily, internal newsletter that reaches CDW•G coworkers. 7. Sourcewell Branding Logo. A CDW•G and Sourcewell branding logo will be created to include on the email auto signatures of sellers with applicable customers. The logo will direct customers to the Sourcewell landing page.
8. Ability to Collaborate on Co-Marketing Efforts. CDW•G is able and willing to participate in cobranding marketing opportunities for all future proposals from Sourcewell. We are actively working to expand the Sourcewell footprint into strategic industries, opening up new channels of membership to Sourcewell. A sample document upload in this section includes the successful LE Supply Pro/National Sherriff’s Association and CDW•G promotional effort. 9. Social Media. CDW’s marketing team has many advanced tactics to reach Sourcewell customers in the US and Canada.
Please see Question 33 for information on how our social media presence can generate and increase awareness.
10. Executive Sponsorship. Part of CDW•G’s commitment to our customer base is constantly *
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seeking out opportunities to strengthen our national partner relationships. We view executive alignment as a key part of a successful contract strategy. Our Program Management team conducts quarterly business reviews with CDW•G executive leadership and a significant portion of this agenda is devoted to Sourcewell, including usage statistics and growth trends. The Sourcewell contract continues to be of great interest at CDW•G’s executive level because of our successful growth strategies.
33 Describe your use of technology and
digital data (e.g., social media, metadata
usage) to enhance marketing
effectiveness.
To advance Sourcewell’s message in the crowded public cooperative landscape, Sourcewell’s ideal partner will need to go beyond the slicks, glossy one-pagers, and email blasts of a traditional marketing campaign to reach future Members who don’t today, and won’t ever respond to information presented that way. In 2019, many go to social media for their news and information. It’s been reported the U.S. and Canada have a combined 50 million Twitter users. So ask yourself what sort of technology solutions company is not making use of one of the largest technology platforms to reach customers and future customers in these countries? We’ve been on Twitter since 2012 and as of this submission have more than 46,000 followers. Using technology to promote and sell technology —seems smart. At least it does to our company. In fact, CDW•G leverages an employee advocacy tool that spans social media. It’s called Social Squad, and it allows employees across the company to access curated social media content to share to their personal social media networks, including LinkedIn, Twitter, and Facebook. The platform has 2,248 registered members and gains more every day. In July, our employees shared 9,400 times and generated 26,700 clicks and 14,514,910 impressions. The platform also has an app available for iOS and Android. Social Squad members share content on a number of topics, including CDW news, products and deals, emerging technologies, product launches, featured partners, and more. In order for this contract to be used to the fullest extent, it needs to be embraced by both the IT teams and the procurement departments of eligible users. Other than first-hand experience, we think the best way to making a last impression on our customers’ IT teams is storytelling. For this reason, we suggest a series of customer success stories, either written or potentially delivered as webinars. We envision a CIO or CTO to highlight how they worked with CDW•G and used the Sourcewell contract to solve a problem. The target audience for these webinars will be other CIOs and the engineers who work for them. We would ask Sourcewell to help develop this concept and eventually
co-promote the message with the membership.
*
34 In your view, what is Sourcewell’s role in pr
Sourcewell- awarded contract into your sale
Having grown from a small, local purchasing cooperative to its status today as a national leader in public contracts, Sourcewell understands effective messaging. Sourcewell’s ideal partner on this contract will make sure Sourcewell is an active partner in spreading the word of this new contract’s benefits and features. We expect that following the RFP process and a continued partnership with CDW•G, Sourcewell will announce the new contract award to its 50,000 members. We expect Sourcewell and CDW•G will collaborate on contract launch and marketing material for the Sourcewell membership. And additionally collaborate and build an announcement program to the Sourcewell team.
We expect Sourcewell and CDW•G will build strategic partnerships under the agreement with an effort focusing on target customers who require a contract for purchasing. We expect Sourcewell will continue to attend influencing trade shows for the procurement community and include CDW•G in Sourcewell’s awareness campaign at those shows. We expect Sourcewell will be a trusted advisor and partner in designing a contract training program for CDW•G internal and field sellers with a contract training program. Which transitions into contract integration. For our part, tenured CDW•G account managers are actively marketing the current Sourcewell contract to customers and are very familiar with its benefits, including special product categories, a unique administrative fee structure, and flexibility, such as CDW•G’s augmentation of the prior contract to include Dell EMC products and AWS. Transitioning to the new contract with CDW•G will be seamless and avoid the predictable sales dip of other scenarios. Sourcewell does not have to worry about member confusion or orders held up during training and setup time. Business will continue to flourish, and training time will be used as a refresher, providing contract updates and focusing on strategies to increase adoption. Each year, as CDW•G continues to grow, we do hire a significant number of new account managers. To inform and enhance our sales force’s understanding of the Sourcewell contract and its nuances, within the first 30 days post award we will conduct a ‘refresh’ training with all account managers and Sourcewell staff should be present to impart your passion for cooperative purchasing as well as answer questions.
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35 Are your products or services available thro
e- procurement system and how governme
Sourcewell members already procuring technology through e-procurement, and for those who might like to, benefit from a mature e-procurement practice, with a deep understanding of integrations and resources dedicated to driving customer adoption. In our experience, customers can save anywhere from $30-65 per transaction by using a reliable, secure e-Procurement system that automates their process from procurement to payment.
As a company, CDW has completed more than 9,000 e-Procurement integrations. Our in-house staff of over 200 IT personnel are dedicated solely to our web, internal, and e-commerce IT systems.
Sourcewell members who would like to explore an integration, benefit from our best practices and lessons learned from nearly 20 years of integration experience. We’ve pretty much seen it all. We’ll advise on what works and what doesn’t. For example, we find that the best user experience is a mix of both eProcurement and EDI (Electronic Data Interchange) for invoicing and asset management.
Or that government and education customers often realize significant benefits due to decentralized procurement structures. One of our largest education customers has 6,000 authorized buyers across 350 unique departments. CDW•G’s e-procurement solution has helped them simplify procurement by using one system and leveraging the Sourcewell agreement. However, experience has also taught us that each customer requirement is different. Therefore we offer a wide range of systems to support member needs, including cXML, OCI, as well as EDI. Through CDW•G integrations, members are able to leverage their preferred e-procurement system or to visit our website that is custom designed for compliance and strict adherence to the Sourcewell contract. We’ve created a sample landing page that can be accessed here:
www.cdwg.com/Sourcewell
Our mature e-procurement practice also means members won’t have long to wait to begin using their system. By integrating quicker than our competitors, CDW•G simplifies procurement for Sourcewell members, allowing them to buy IT the way they need based on their specific requirements. We can set up member credentials within 24 hours, with most integrations taking fewer than 45 days depending on the needs of the customer. If invoicing is needed, that can mean additional time depending on complexity and testing with the customer.
Beyond saving Sourcewell members time, CDW•G saves Sourcewell members money both through the aforementioned transaction savings and by charging no fees to set up their e-procurement punchout, EDI setup, creation of the portal, or a Purchase Authorization System setup. The only fees come from Members’ own e-procurement software solution, as applicable. Outside of providing integrations at no charge, CDW•G also has resources in e-commerce and business development to train end users on how to leverage CDW•G’s punch-out catalog or customized e-commerce portal for ordering. Training may be offered on-site, virtually via WebEx, or through recorded sessions that can be accessed on demand. Training generally consists of a walk- through of the customer’s customized portal, an overview of the most commonly leveraged tools, and Q&A. The training is optional and offered at no additional charge to the customer. We understand some Sourcewell members won’t choose to procure this way, or maybe it’s not currently available to them. That’s okay, too. CDW•G offers our own Purchase Authorization System. PAS is a way to help customers control rogue orders and promote centralized billing with approval processes through our website. It is yet another way CDW•G maintains rigorous quality control standards on our procurement process.
As part of our integrated solution capabilities, we work with both p-cards as well as invoicing and leasing through our site, to fit the different needs of Sourcewell members. *
Value-Added Attributes
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Item Question Response *
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36 Describe any product, equipment,
maintenance, or operator training
programs that you offer to Sourcewell
Members. Include details, such as
whether training is standard or
optional, who provides training, and
any costs that apply.
Training and knowledge share empower customers in an increasingly complex and diverse technology environment. On prem, off prem, hybrid, as-a-service, mobility, virtual reality…there is much to grasp and understand. We’re in awe of the autodidacts in Sourcewell’s member base, but we also suspect many Members don’t have the time to learn the nuances of every product they purchase, or would like to purchase, in CDW•G’s catalog. For a contract of this size—most vendors competing for this Sourcewell contract offer technology catalogs featuring upward of 100,000 products—Sourcewell’s ideal partner must have the resources in place to help Members fully understand their options in order to maximize investments.
CDW•G supports Sourcewell members in a number of different ways. Members should work with their CDW•G account manager to take advantage of all our programs. Sourcewell members have access to CDW•G’s deep value-added technology enablement resources. We have a team of more than 100 systems engineers in manufacturer-funded positions who provide pre- purchase support for their particular manufacturer’s solutions. We also offer general technology learning services. For instance, CDW•G’s Cloud Planning Services, hosted by our cloud team, combines workshops, diagnostic services, and consulting engagements to help Sourcewell members determine which applications and workloads are ideal for the cloud. We offer similar services related to nearly everything we sell in our Tech Solutions Library. From choosing a keyboard to modernizing a classroom, our experts provide thoughtful recommendations. Please visit our Tech Solutions Library for more than 400 entries:
https://www.cdw.com/content/cdw/en/articles/tech-solutions-library.html For Sourcewell’s many K-12 members, CDW•G offers specialized support. Our team of educational strategists assist in aligning teaching and learning with individualized technology roadmaps. Past topics have included effectively using technology in the classroom, designing digital curriculum, and furthering digital literacy and citizenship for staff and students. Please see our response to Question 41 for full details on this value-added resource. Another way CDW•G supports Sourcewell members is to enhance user experience through our close OEM relationships. For example, in partnership with the Cisco we recently hosted a Cisco Threat Hunting Workshop for customers in Nebraska. The workshop uncovered best practices for threat hunting, demonstrated how to incorporate threat hunting into daily workflow, and enabled participants to execute four real-world lab scenarios. And we offer device-specific support.
CDW•G’s Microsoft Surface Hub Deployment and Adoption Services helps customers get the most out of their investment by delivering enablement activities that cover the Surface Hub journey from unboxing and setup, all the way through targeted adoption and teamwork training for end users. These training features are often included as part of a deployment package, but do vary on a case-by-case basis.
We also leverage our OEM partnerships, including Lenovo and HPI, for self-maintainer programs. Many notebook and desktop manufacturers offer options for customers’ IT teams to become self-maintainers.
This typically includes a short test and a fee to gain the certification. These programs allow IT staff to perform equipment repairs in-house, saving time and money. Finally, we serve Members’ technology training and development needs using CDW•G partners such as Directions Training. Together we have been offering excellent information technology and professional development training for nearly ten years. Our comprehensive training has been provided to many large commercial and government organizations, to include the City of Chicago, Ingredion Corporation, AutoNation, Kimberly-Clark, and multiple branches within the US Department of Defense. Trainings include custom fit solutions for all major technology categories, in addition to technical training programs for Microsoft, Cisco, Citrix, CompTIA, VMWare and many others. Our professional development sessions help private and government employees enhance their skills in communication, public speaking and presentations, project management, and more. This training also includes flexible options, state-of-the-art delivery, dynamic leadership, and an infallible dedication to students. Students can attend live, instructor-led training at multiple learning centers located across the country, virtually from the comfort of their home or office, or we are able to provide certified staff to conduct onsite training at a local facility. Additionally, Members have the ability to work with their dedicated CDW•G account manager to create a custom course at the time of your choosing or select from an array of times and dates for virtual training that are offered on a regular basis to many of our customers nationwide. *
37 Describe any technological advances
that your proposed products or
services offer.
As a leader in technology solutions, we witness the “The Law of Accelerating Returns” in real-time.
And while we’re always looking for a partner to nerd out with on the latest tech (how about Tello, this terrific drone made by DJI that helps teach STEAM in schools to the next generation of programmers; check it out here: https://www.cdw.com/product/dji-tello-edu-720p-hd-programmable-drone/5557972), we also know there’s so much else for Sourcewell and its members to do in serving the public interest.
That is why Sourcewell’s ideal partner will need to have its ear to the ground to be aware of all technological advances and cool new products that are out there, and also the practical understanding of how they benefit Sourcewell members.
Here are a few select technology advances in CDW•G’s catalog and how they benefit Sourcewell members:
VR
VR (Virtual Reality) at CDW•G has evolved quickly to keep pace with this rapidly changing market in order to provide the most current and up to date technology available today. VR is being used as a training application for Sourcewell members charged with educating and keeping us safe and healthy.
In education, VR is used to engage children by taking them on an exploration or showing content in 3d with animations. Law enforcement uses VR in training to increase empathy in officers. Military applications are providing safer ways to train troops in a variety of situations. And this immersive technology is rapidly finding new use cases in medicine for evaluating tumors in 3d and even performing surgeries remotely.
CDW Blueprint to Design™
We offer a value-added modern learning environment design service to help make sure educators’ technology investments work together for a full learning experience. Our design service includes classrooms, media centers, cafetoriums, and STEM/STEAM labs, and comes from our experts in classroom and spatial design. Since it began in September 2017, CDW Blueprint to Design™ service has had more nearly 800 K-12 and Higher Education institutions sign up for the value-added service DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 37 12/6/2022
while delivering approximately 450 completed design packages for our customers.
Drones
Sourcewell members in law enforcement, education, and federal government can benefit from CDW•G’s drone solutions, along with high tech imaging solutions such as thermal, recognition and infrared. We recently saved a large railroad customer time and money by replacing their manual approach of photographing miles and miles of railroad track by horseback (really, still horseback!) with a drone technology solution.
Cloud In the classroom, the right cloud solution can improve innovation. Out of the classroom, the right cloud solution can deliver cost savings, enhanced performance, and, if deployed effectively, increased security. A recent survey showed 59% of IT professionals say they would make more use of cloud, but the complexity is holding them back. CDW•G’s cloud experts help customers understand and efficiently procure this elusive technology by answering such questions as: What are we buying? Where is our data going? How is it helping us? CDW•G currently partners with more than 150 cloud providers to deliver SaaS, IaaS, and PaaS solutions. And if those acronyms seem a little odd or unfamiliar, we’ve got that covered, too. Our expert cloud team, nearly a decade old, includes solution specialists to explain how cloud works, and assess the benefits and risks of each solution for Sourcewell members’ particular needs and environments. Additionally, to make sure we are keeping up on “The Law of Accelerating Returns,” CDW•G has resources in place dedicated specifically to monitoring IT trends, technical roadmaps, and emerging technologies. We combine this knowledge with the feedback customers provide to stay ahead of the curve on emerging technologies. Our OEM partners recognize us as a trusted partner when it comes to innovation. VMware recently awarded us with a Partner Innovation Award for the Empower Digital Workspace global award.
We ensure we offer state of the art technologies, and that we also vet the benefits and the risks of new solutions, and their operability in the Member’s environment. CDW•G has several forums and encourages customers to share knowledge and best practices regarding the solutions we provide. The CDW Customer Advisory Board is a private, online community where we research IT topics and find out about technology usage to aide in marketing material development. These community members do engage with one another on relevant topics that they face in their environments. Sourcewell members have the opportunity to join this community if they desire. Highlights of the Customer Advisory Board include:
- 1,250 customers in a variety of industries
- Members are primarily: IT Managers, IT Directors, IT Executives/C-Level - Weekly Topics include: IT Spending budgets, Tech conferences, Customer service, Social Media, Go Green The following are various other forums in which customers review CDW•G solutions and - LinkedIn: https://www.linkedin.com/company/cdw
- Facebook: https://www.facebook.com/CDWCorporation/
- Spiceworks: http://community.spiceworks.com/pages/CDW - Twitter: https://twitter.com/CDWCorp
- YouTube: https://www.youtube.com/user/CDWPeopleWhoGetIT https://www.youtube.com/user/CDWTechvision
- Reviews on CDW.com: http://www.cdw.com/content/about/cdwreviews.aspx?cm_sp=Footer-_- HowWeDoIt-_-Customer+Reviews As a testament to our efforts, we are also regularly asked to participate in OEM advisory board and product beta-testing initiatives. We have been participants in such programs for Microsoft, Adobe, Symantec, IBM, Trend Micro, McAfee, CommVault, Quest, VMware, Cisco, Juniper, Sonicwall, and Riverbed. These organizations have relied on the input and feedback of our staff to ensure their products are market-ready, prior to their public release. For example, CDW•G participates in the majority of Microsoft Rapid Deployment Programs (RDPs) and Technology Adoption Programs (TAPs). This early exposure to Microsoft solutions enables us to bring solutions to our customers in a timely fashion and ensures successful implementations. And CDW•G was one of two partners worldwide who participated in the Early Field Trial (EFT) of Cisco’s UC 8.0 rollout. We were developing on the software nine months prior to public release. When 8.0 was released to the public, all CDW•G engineers were already trained to deploy the solution and were familiar with known differences from prior versions. Added to our OEM expertise and advanced solutions, CDW Technology Support is our branded offering backed by the OEM collaborative warranty support service. CDW•G will take the first call for Members to help resolve their issue and, if needed, provide an engineer onsite to perform a hardware replacement. If escalation to the OEM is required, CDW•G will do that on the Member’s behalf. Because of CDW•G’s depth and breadth of expertise, in the case of a Cisco solution, we are able to get a top-level TAC engineer more quickly than a Member can, resulting in quicker incident resolution.
For more information, please see our Additional Documentation uploads. *
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38 Describe any “green” initiatives that
relate to your company or to your
products or services, and include a
list of the certifying agency for
each.
As an IT reseller we do not build the products we sell (though we make green technology solutions clearer, and for more information on this please see our response to Question 39).
We do recognize our part in responsible environmental management and conservation of resources.
One of the ways we demonstrate our commitment to environmental management and the principles of sustainable development is through our beGreen program. The beGreen program, which has been around more than 10 years, provides CDW•G coworkers with a platform to reduce, reuse and recycle in an effort to make our operations leaner, more efficient, and more environmentally responsible. We continually develop these efforts to comply with ISO 14001 standards.
Since we kicked off beGreen, CDW•G has seen overwhelming coworker participation. Coworkers have the improved environmental efficiency led to these two actions: 1. Our Las Vegas Distribution center has
2. Our Vernon Hills Distribution Center updated the warehouse and parking lot with LED lights containing motion sensors. This allows us to reduce our power usage while minimizing our impact to the environment. beGreen is a consideration in everything we do. Our downtown Chicago office is moving in the next few years to accommodate our growing company. Similar to the products we sell, we don’t build the buildings we work in. But we do recognize our part in environmental responsibility and that is why we our future office location is LEED certified for its design and construction. Select beGreen program highlights are below. For our full environmental policy and commitment, please see “CDW•G Commitment to the Environment 2019” in the Additional Documentation uploads section.
ISO 14001:2015 Certification CDW•G’s distribution centers are ISO 14001 certified, which is the internal standard for environmental management systems. This certification has been awarded to CDW•G’s distribution centers located in Vernon Hills, IL, and North Las Vegas, NV.
Sustainability at CDW Lighting & Energy Management. Our offices and Distribution Centers are outfitted w waste power after hours.
Eco-friendly Alternatives. Our cleaning crews also use natural and vinegar‐based cleaners in place of chemical cleaners that can be harmful to the environment.
Coworker Engagements. CDW•G Illinois locations are past winners of the Illinois Governor's Sustainability Award, recognizing private and public Illinois organizations who have implemented outstanding and innovative sustainable techniques or technologies, demonstrating a commitment to sustaining our environmental, social and economic health.
Recycling Our Distribution Centers employ programs that are designed to recycle corrugate, shrink wrap, w from a peak of three times a week to only twice a year. Packaging and Transportation Over 95% of ou manufacturer packaging, instead of being repackaged in new boxes. We have also redesigned our box e maximize the amount of product put into each box.
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39 Identify any third-party issued ecolabels, ratings or certifications that your company has received for the
equipment or products included in
your Proposal related to energy
efficiency or conservation, life-cycle
design (cradle-to-cradle), or other
green/sustainability factors.
Sourcewell members in the public sector have a responsibility to procure sustainably. As stated in Question 38, none of the products we sell are manufactured by CDW•G. Which is a benefit to Sourcewell members. This allows us to be more objective about what’s right for each Member’s initiatives. Since green products, energy efficiency, life-cycle design, and other sustainability factors are important to Sourcewell members, our account managers compare the various OEMs we sell and determine equipment and products that support their goals. We do try to help where we can. For example, though CDW•G has our own internal policies regarding recycling, we do not take back old equipment from customers. However, we can direct Sourcewell members to trade-in and asset disposal programs through partners to help properly dispose of or recycle hardware.
These are some of the programs we offer Sourcewell members:
- NEC Program: https://www.necdisplay.com/communications/0418_TradeIn_TradeUp_Program.html - Panasonic: http://panasonic.anythingit.com/
- ClearCube: https://www.clearcube.com/upgrade
- PlanITROI: https://planitroi.com/
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40 Describe any Women or Minority
Business Entity (WMBE), Small
Business Entity (SBE), or veteran
owned business certifications that
your company or hub partners have
obtained. Upload documentation of
certification (as applicable) in the
document upload section of your
response.
Sourcewell members in the public sector promote diversity and local business initiatives through their procurement requirements. There are many types of diverse supplier requirements, including minorityand woman-owned, small business, veteran-owned businesses, and LGBT-owned businesses.
Sourcewell’s ideal partner on this contract will empower all types of diverse suppliers in the marketplace, not just one or two.
CDW•G does not hold any WMBE, SBE, or veteran-owned business certifications. Our focus lies in creating a meaningful sourcing plan with minority, small, local, veteran-owned, and other diverse suppliers. By not being a diverse prime, we have the privilege, opportunity, and responsibility to partner with diverse suppliers and bring them with us to the Sourcewell opportunity. That’s part of the CDW Experience. Through data extracted from the BLS Quarterly Census of Employment and Wages, we estimate the economic impact from our U.S. supply chain supported over 6,800 Diverse and 3,600 Diverse Small Business Enterprise American jobs in 2018. Also, in our experience customer diversity initiatives are not always met by one or two specific certifications. Each customer has different goals and CDW•G is an ideal partner because our diverse supplier network contains partners with the following certifications:
- Minority Business Enterprise (MBE)
- Women Business Enterprise (WBE)
- Lesbian Gay Bisexual Transsexual Business (LGBT)
- Veteran Business Enterprise (VBE)
- Disability Business (USBLN)
- Women Owned Small Business (WOSB)
- Small Disadvantaged Business (SDB)
- Veteran-Service Disabled Veteran
- Small Business
- HUBZone We launched our Supplier Diversity program over a decade ago. Our leader in Supplier Diversity, Kristin Malek, was named one of DiversityPlus Magazine’s Top 25 Women in Power Impacting Diversity 2019. Kristin and CDW•G coworkers participate in workshops designed to help diverse suppliers learn about contracting opportunities. Recently they attended an event with the City of New York that attracted over 60 diverse suppliers. In recent years, CDW•G has seen continued increases in diverse spend since the program’s inception. 2018 overall reported diversity spend exceeded $2B, equating to 12% of our organization total spend with suppliers. In the same year, we were named a Finalist by the National Minority Supplier Development Council for Corporation of the Year. In 2019, we were named US Veterans Magazine Best of the Best Supplier Diversity Program. Please see a letter of recommendation from QnA Tech, a small minority owned firm focusing on IT solutions, as further, realworld evidence of our commitment to working with diverse suppliers.
CDW•G can offer Sourcewell members partnerships in one of two ways: The Tier I Program
CDW is continuously developing other diverse partnerships to meet customers’ Tier I needs, which is where customer spend goes directly to the diverse firm. In fact, we offer an online registration tool where businesses can register for future opportunities with CDW. Our growing list of suppliers means that customers can count on CDW to deliver against their diversity spending targets. CDW has also partnered with MBE/WBE leasing companies that can support customers’ Tier I spend requirements.
The Tier II Program In an effort to foster even more opportunities for small, diverse businesses, CDW launched a Tier II Supplier Diversity Program in 2009 for its key manufacturing, distribution and logistics partners. The program’s goal is simple: to further opportunities for competitive diverse companies to supply goods and services to CDW and deliver them to our customers. CDW also provides Tier II reporting to customers that track their spending (typically for tax incentives), ensuring that suppliers meet contract compliance and obligations. Our Tier II reports show the items that CDW purchased from diverse suppliers, all items that our customers purchased from CDW, and all items that CDW purchased from diverse suppliers to fulfill customer orders directly.
One more important aspect of the CDW Supplier Diversity program is our support and participation in various organizations and events focused on developing relationships and business opportunities within diverse communities. CDW is a National Corporate Member of the National Minority Supplier Development Council, Inc. and The Women’s Business Enterprise National Council. CDW supports other organizations, such as the Chicago Minority Business Development Council, Inc., the Women’s Business Development Center of Chicago, the Minority Business Development Agency of Chicago, the National Veteran Owned Business Association, and the National Gay & Lesbian Chamber of Commerce. Not only does CDW contribute financially to these organizations, we also engage on advisory councils, attend and host events, and provide resources to support the organizations’ focus on continued growth and success.
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41 What unique attributes does your
company, your products, or your
services offer to Sourcewell
Members? What makes your
proposed solutions unique in your
industry as it applies to Sourcewell
members?
When Sourcewell evaluates vendors for this next Technology Solutions Catalog contract, we suspect many of the product and services catalogs will overlap. That’s life at the top of the IT solutions market, we suppose. But how many of these vendors can stand apart and point to unique solutions? Unique in the true sense of the word. CDW•G stands apart with the following unique attributes we offer Sourcewell members: Sales Support CDW•G’s Sales Academy equips new sales coworkers with the skills and knowledge necessary to be effective, successful, and consultative extensions of your IT staff. The Sales Academy is a five-and-a- half-month curriculum for Public sector, Corporate, and Small Business sales account representatives consisting of three phases: Phase I: offers a classroom environment focused on immersing account representatives into the CDW•G culture, systems, technology and professional selling skills Phase II: provides an opportunity for account representatives to immerse themselves into CDW•G segment specific training as well as practice their skills.
Phase III: account representatives work with CDW•G customers while continuing their development with dedicated coaching and trainings from a top performing sales leadership and coaching team DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 40 12/6/2022
Our experiential learning curriculum uses a complete blended delivery model including classroom activities, eLearnings, one-on-one coaching and roundtables, and the Sales Academy delivers that and more. Sales team shadowing and real-world assignments prepare account representatives for the reality of day one on-the-job. In addition, account representatives are provided cutting-edge resources such as a searchable online help tool. CDW•G has implemented a measurement strategy to ensure that any account representative graduating from the Sales Academy is able to perform job tasks and responsibilities skillfully. This strategy includes exercises, assessments, and tests. Throughout each phase of the Sales Academy, account representatives are coached to understand and address the unique challenges within their focus segment: K12, Higher Education, State & Local Government, or Federal Government. We understand that each customer and segment are unique and feel that our training should mirror those nuances. All of these components--technology training, system training, onthe-job immersion, and segment focused coaching—combine to create an onboarding experience for new account managers that has the right balance of technology acumen and real-world skill development and practice. Our goal is that each account representative is able to serve as a valuable asset to our customers—helping them to address their challenges and meet their goals through technology. Our salesforce is trained to understand and support the broad portfolio of products and solutions that CDW•G offers. We also understand our customers’ need for deep expertise on particular products and solutions. That is why our account teams are supported by a large team of more than 100 presales systems engineers, both CDW•G-badged and vendor-funded positions, who provide presales support for specific lines of business and particular partner’s products. These experts assist with evaluating products based on your unique operational requirements and budgetary constraints. They review quotes for product compatibility, functionality, and compliance. Your account representative will still serve as your main point of contact and quarterback the project to make sure that the process is simple and seamless for members.
E-Rate
CDW•G is proud to have participated in E-Rate Projects for Category 2 since 1998, when our company was founded. During that time, we have been awarded over 14,000 E-Rate projects totaling over $200M in total internet connectivity solutions to schools throughout the United States. Due to our streamlined and best-practice system of checks and balances, we ensure our E-Rate customers have a collaborative and positive experience when working with us on their E-Rate projects, including our dedicated E-Rate invoice team who ensures expert handling of both BEAR and SPI E-Rate invoicing.
Mark Ellis, Manager, Program Management, David White, Program Manager, and Amy Passow, E-Rate Specialist, offer schools their knowledge, assistance, and advisement on E-Rate matters, including but not limited to Program compliance and adherence. David prepares contract deliverable reports and makes modifications, as necessary, including price reductions, additions, discontinued products, replacements, and version changes. He ensures that price and supply agreements are in place from award through completion and that the E-Rate bidding, ordering, invoicing, and funding are all seamless and easy for entities to complete. Amy advises on the appropriate engagement before and after Form 470 filings and works with our operations teams to ensure E-Rate ordering, invoicing, and delivery are compliant; additionally, Amy assists applicants with PIA reviews and preparation of Item 21 Forms as part of the Form 471 process.
eSports We know the world of eSports is growing fast. The estimated annual total revenue that will be g experience with gaming laptops and desktops,
gaming monitors, mice and keyboards, gaming headsets, graphics cards, and furniture. We feature key manufacturers for this burgeoning industry such as iBuyPower, Logitech G, Micro-Star International (MSI), PNY.
Public Safety In 2007, CDW•G’s Public Safety Team was chartered with the mission of aligning the IT industry around the unique challenges of law enforcement, fire, and emergency medical customers. We are proud of its history within the public safety community and long-standing relationships achieved through partnership, membership, leadership and sponsorship with local, regional and national associations. CDW•G participates in public safety focused conferences and events, helps deliver training and education, and works together with organizations including the International Association of Chiefs of Police (IACP), the International Association of Fire Chiefs (IAFC), and the National Sheriffs Association (NSA). Our relationships and targeted expertise afford us with a unique platform to expand Sourcewell’s reach into previously untapped markets.
One such relationship is with the National Sheriffs’ Association (NSA) that support over 3,100 Sheriffs offices nationally. In 2018, NSA wanted to provide an on-line marketplace portal for everyday goods and services to its members. They solicited the industry to develop the portal, and selected LESupplyPro (LESP), a law enforcement focused cooperative, as a partner, and began development of the marketplace. While working with NSA, the CDW•G Public Safety team noticed there was no technology category in the NSA-LESP portal offering. The team was able to educate NSA on the value and benefits of the Sourcewell agreement, and through these efforts, NSA and LESP named CDW•G as the exclusive technology partner on their NSA-LESP contract. This customized Sourcewell agreement has expanded Sourcewell adoption and membership into a new market while also providing a tailored contract structure that gives back to local law enforcement agencies and helps them further support their mission—serving and protecting citizens. Looking forward, CDW•G envisions continuing to increase the number of members accessing Sourcewell’s CDW•G contract by using our unparalleled reach and segment focus to penetrate new markets and maximize Sourcewell’s overall contract adoption.
K-12 Education Strategy Team
In response to the increasing complexities that schools face scaling digital learning, CDW•G has *
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created a K-12 specific Education Team made of former educators and experts.
Collective Previous Experience
- Chief Information Officer
- Certified Project Management Professional
- Google Certified Innovator and Trainers
- Google Certified Level 1 & 2 Educators
- Google Apps Certified Administrator
- Google Apps Certified Deployment Specialist
- Teacher of the Year
- Instructional Technologist
- Learning Environment Advisor
- Microsoft Innovative Educator Trainer
- Microsoft Expert Educator
- Classroom Teacher
- District Superintendent
- Developmental Reading Specialist
Our K-12 strategy team analyzes research from multiple experts in the education technology industry such as ISTE, CoSN, Future Ready Schools and the 1:1 Institute (The Project Red Report) in order to develop an internal tool for guiding school districts through curriculum, professional development and device implementations. On a recent past project CDW•G assisted an eastern school district with setting up a STEM Academy for the following school year—resources, materials, products, lesson resources. As a no-cost program, Sourcewell CDW•G saved the district between $2,000-4,000. 42 Identify your ability and willingness to
provide your products and services to
Sourcewell member agencies in
Canada.
CDW’s significant presence in Canada, detailed in Question 25, allows us to focus on providing products, services, and local support to our Canada customers. CDW has a large Product & Marketing organization in Canada. This team comprises mainly Partner Managers, who support 1000+ vendor relationships, including their new technology launches and associated promotions. We have coworkers dedicated to meeting with, evaluating, and onboarding new Sourcewell members. Similar to in the United States, we also have onsite vendor specialists for larger partners such as Adobe, Cisco, HPI, HPE, Lenovo, Microsoft, and more.
Our business model in Canada provides exceptional product availability and quick turnaround from the largest inventories of top brand-name manufacturers in the industry. We attribute this to our strategic relationships with the industry’s top distributors. There are several main distribution partners in Canada, including Tech Data and Ingram Micro, all of which CDW Canada has a direct line of communication with through a dedicated CDW resource. CDW Canada strives to ship all in-stock, credit approved, nonconfigured orders within 24 business hours of P.O. receipt. Historically, our same-day order fill rate has been 97%-99%.
Our recent acquisition of Scalar Decisions Inc., one of Canada’s largest technology solutions providers, enhances the value that we deliver in Canada in the following areas: professional services, security, infrastructure, and cloud technology.
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Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document upload section of your response in addition to responding to the questions below.
Line
Item Question Response *
43 Do your warranties cover all products, parts, and labor? CDW•G does not manufacture products, but Sourcewell members’ IT investments are covered by the manufacturer’s standard warranty for all purchases. This means that terms of warranty coverage can and do vary with each OEM purchase. Details for each product warranty are on www.cdwg.com or available through members’ dedicated account manager. In our experience, most often the manufacturer coverage does just fine. But for those times where some added support is desired, CDW•G offers additional warranty coverage options for products whose standard warranty alone does not meet members’ needs. In order to understand all of our best-value options, we recommend members work with their trusted account manager to navigate the options in our extensive catalog and determine the best fit warranty solution for each product and circumstance. For example, CDW•G and most resellers offer a whole lot of different OEMs—we understand that’s one of the features customers and cooperative agencies like best about doing business with large IT resellers. But a whole lot of different OEMs and a whole lot of different warranties could lead to a significant time investment for Sourcewell members when left to manage this part of the technology lifecycle on their own. Imagine for a minute Sourcewell members with small IT staffs left to analyze and track dozens of programs and expirations to gain the most value from their portfolio of warranties. In these instances, CDW•G can offer Maintenance Contracts to simplify warranty coverage for members bogged down with a collection of warranties from different manufacturers for different lengths of time and each with a different end date. Maintenance Contracts are an easily manageable service contract that covers all IT equipment, regardless of manufacturer, with just one expiration date and a single point of contact for repairs. Please refer to our document upload in this section for more information on Maintenance Contracts.
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44 Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
Rather than imposing usage restrictions or other limitations on our warranty services, CDW•G enhances coverage options for Sourcewell members through our warranty extensions and uplifts. As stated in Question 43, our experience is that many customers choose the standard OEM warranty for their purchase. Which is fine. In instances where the OEM warranty isn’t sufficient, CDW•G offers competitive solutions to augment the OEM’s warranty to minimize risk and ensure ongoing performance.
Included in our portfolio:
- Warranty extensions and upgrades
- Post warranty support
- Accidental damage protection
- Maintenance Contracts
- Post-sale technical support
- Product and certification training
- Onsite repair
- Help desk services
Additionally, understanding best-value procurement does not stop at the sale, CDW•G keeps the communications lines open with our customers to be sure the warranties they hold continue to meet their needs. For instance, shortly after award on a U.S.
Marine Corps (USMC) BPA, CDW•G recognized the warranty provided was not offering the level of service required for USMC. We replaced this warranty without any impact to the customer, indicative of the reliability of our quality approach and our focus on upholding our commitments.
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45 Do your warranties cover the expense of technicians’ travel time and mileage to perform warranty repairs?
Some do and others do not; it depends on the warranty coverage selected. Any incremental warranty costs for technicians’ travel time and mileage to perform warranty repairs are disclosed at time of quote. Both standard manufacturer warranties and extensions of OEM warranties are typically inclusive of all warranty repair services being purchased. In some instances, services may fall outside of the OEM warranty options stated above. In these specific cases, services performed need to be outlined within a statement of work (SOW) and mutually agreed upon by all parties. If so, there will be very specific language around such warranties, travel time, and mileage for any on-site work. However, in our experience SOW-based services are not typically warrantied.
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46 Are there any geographic regions of the United States (and Canada, if applicable) for which you cannot
provide a certified technician to perform warranty
repairs? How will Sourcewell Members in these regions
be provided service for warranty repair?
As mentioned, it depends on the warranty coverage selected. In most cases, warranty support is fulfilled directly by the manufacturer and coverage will vary on a case-by-case basis. Where Sourcewell members opt to enhance the standard manufacturer warranty, we have access to certified technician resources through inhouse technicians and strategic local partnerships that cover the United States and Canada. We will work with Sourcewell members to identify the best-value solution.
Response times and SLAs can vary by location. A commitment we make to Members is that they will always know what they are buying and have clear instructions on the coverage and how to activate warranty claims, whether they be on-site, depot repair or mail-back programs, we believe in complete transparency of the service.
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47 Will you cover warranty service for items made by
other manufacturers that are part of your proposal, or
are these warranties issues typically passed on to the
original equipment manufacturer?
In those instances where Sourcewell members choose the standard manufacturer warranty, the responsibility for warranty services on those items is with the manufacturer. To ensure manufacturer warranty expectations are met, CDW•G has defined escalation processes with our partners to ensure technical support is provided by the manufacturers according to the agreed upon SLAs.
In those instances where CDW•G enhances the standard manufacturer warranty, we take responsibility for meeting SLAs and delivering the full customer experience. *
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48 What are your proposed exchange and return programs
and policies?
Should Sourcewell members need an exchange or return, CDW•G requires a Return Merchandise Authorization (RMA) number for all returned merchandise. All products must be returned one hundred percent (100%) complete, including all original boxes, packing materials, manuals, blank warranty cards, and other accessories provided by the manufacturer. All returns should be initiated within 30 days. For returns initiated after 30 days, fees may apply. However, in all instances when CDW•G makes an error, we will cover return costs. Credit is issued the following day after the product is received into our warehouse. Credit form is based on the initial method of payment. Credit card refunds will be issued back to the credit card. Net terms refunds will be placed on the account for the customer to use towards invoices or they can request a check be sent to them. For full information on our return programs and policies, see CDW’s full Product Return Policy at the following link:
https://webobjects.cdw.com/webobjects/docs/PDFs/Return_Policy.pdf For all questions, issues, and concerns, Sourcewell members’ CDW•G account manager continue to be at the center of the customer service and support experience. By contacting their account manager to initiate the return process, Sourcewell members will receive individualized support that ensures the best outcome. CDW•G account managers—and our customer support teams—facilitate and track all returns. These coworkers deal with RMAs on a daily basis. And when returns cannot be made to CDW, Members in need of advocacy with manufacturers regarding exchanges, returns, or any aspect of their IT investment can count on their CDW•G account manager to advocate for them with the OEM. CDW•G also offers Customer Relations service at 866-SVC-4CDW or via email at [email protected] for customers to obtain a Return Merchandise Authorization (RMA) before shipping product back to CDW•G. Added to our programs and policies, Sourcewell members can trust that they are receiving the approved OEM warranty with each purchase through CDW•G’s secure supply chain. 99% of our products come from authorized sources, with the other 1% customer requested sources. Once products are received at our distribution center they are investigated and tracked according to the return merchandise authorization number assigned to each order. The end user/customer is then notified that receipt has been confirmed. All of CDW•G’s shipping and quality processes are based on the ISO 9001:2008 certification standards.
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49 Describe any service contract options for the items
included in your proposal.
In addition to services included with purchase, Sourcewell members may choose from a range of service options available through CDW•G (fees may apply), including the following:
- We offer a collaborative warranty support service backed by select valued OEMs for faster resolution and a more personal experience. For Sourcewell members’ software, licensing and hardware devices, CDW•G takes the first call to resolve the issue and, if needed, provides an onsite break/fix replacement. If escalation to the manufacturer is needed, CDW•G does that on the members’ behalf. - We offer through our strategic partners an extended service/help desk, where a phone number is provided and we can take calls and provide support. This option is useful for Members who may not have a robust IT support program and seek a 3rd party solution.
- We offer tech support (U.S.-based help) for five years from purchase through either phone or chat (M-F, 7am-6pm CT), or email (reply within 24 hours). - We offer CDW Product Protection through Safeware, a fully licensed insurance agency as well as a Third Party Administrator. Services feature extended warranty and service plan solutions, covering many types of hardware products, including laptops, tablets, and printers/scanners.
- We offer Cisco SMARTnet Service, an award-winning technical support service that give members’ IT staff direct, anytime access to Cisco experts and online selfhelp resources required to resolve issues with most Cisco products. Our dedicated Cisco SMARTnet team has 50 specialists with years of experience working with SMARTnet contracts. We have in-depth knowledge of Cisco’s internal SMARTnet tools. And CDW•G’s exclusive web portal, SMARTtracker, will streamline the management of your SMARTnet Total Care contracts 24x7x365, not just at renewal time. SMARTtracker is a key strength of our offering that provides value-added benefits when combined with the expertise and support of our SMARTnet Total Care Specialist Team.
- We offer a Software Asset Management (SAM) solution powered by Snow Software hosted in our cloud through a subscription. This productivity enhancing tool is an advanced and user-friendly SAM solution that empowers customers to reduce their licensing expenditure while mitigating the various compliance risks associated with the administration of software agreements.
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Payment Terms and Financing Options
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50 What are your payment terms (e.g., net 10, net 30)? CDW•G’s standard payment terms are net 30 days from the date the invoice is issued. *
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51 Do you provide leasing or financing options, especially those options that schools and governmental entities may need to use in order to make certain acquisitions?
Yes, Members have access to a diverse portfolio of financial companies that can help them secure the leasing terms that best fit their specific needs and budget requirements. CDW•G offers 16 premier and preferred leasing partners, including Arrow Capital Solutions, Cisco Capital, Dell Financial Services, HP Financial Services, and VAR Technology Finance. While we always view our deep set of options as a boon to our customers, we also understand our customers and their IT departments might have better things to do than evaluate multiple leasing constructs to select the right one.
CDW•G’s approach to leasing and financing solutions mirrors our approach to technology solutions in this way: listen, advise, assist, and present the best options. For example: Apple Financial Services almost always makes sense for Apple products. Our account managers, as the trusted first point of contact, work with members to identify those options. This collaborative process includes the following specific steps: 1. An initial discovery session to understand member goals, requirements, and budget 2. An assessment review of members’ existing environment and definition of project requirements 3. Detailed vendor evaluations, recommendations, future design, and proof of concept 4. Procurement, configuration, and deployment of the final solution Our diverse portfolio offers Sourcewell members the option to lease virtually any IT product at favorable rates and terms. These options can be available on a per-deal-basis, or in many cases, as a primary billing option. If a member has a preferred leasing company that is not currently one of our 16 partners, the account manager can work to set that partner up. For example, we have partnered with National Cooperative Leasing (NCL) by onboarding them as a leasing option for our Sourcewell members and continue to develop this partnership. We have begun the plans of putting together a Leasing Planning Meeting between NCL and the CDW•G Leasing Team to build out a collective strategy for our customers asking for leasing in relation to this Sourcewell agreement. Sourcewell members will also receive a value-added resource in CDW•G’s Financial Solutions Team. This is an internal team of unbiased financing experts that work in conjunction with the account manager to align payment options with the Member’s financial goals. For example, we know a recent trend for our education and government customers is to adopt mobile devices for their employees and students. However, recent research suggests IT managers believe they spend too much money and time managing devices, including ones that go unused when an end user transfers out of the agency. Our team can recommend an innovative solution for these customers through device-as-a-service (DaaS). While not a traditional leasing or financing option, DaaS satisfies many of those objectives, and includes warranty support, device management, real-time monitoring, and at the end of the lifecycle the devices will be available for reuse or recycling. Less knowledgeable, specialized resources may not consider an option such as this, or—shudder—even be aware it is an option.
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52 Briefly describe your proposed order process. Include enough detail to support your ability to report quarterly sales to Sourcewell as described in the Contract template. For example, indicate whether your dealer network is included in your response and whether each dealer (or some other entity) will process the Sourcewell Members’ purchase orders.
Sourcewell’s 50,000 members are a diverse bunch and should be able to procure IT in the way that suits them individually. As part of the CDW Experience, we strive to make this possible. Members can place an order through the custom premium contract page we set up unique to each Member organization; Members can place an order through their account center feature at www.cdwg.com; or, because we know IT can get a little complex at times and it may seem we have a bajillion options, Members can pick up the phone and dial their dedicated account manager, who is always happy to chat and place an order that way. There are benefits to each method. For example, in Members’ premium page, they will see the contract price in real-time as it takes into account market discounts and other factors. For online ordering, we can set up a demonstration to make sure that Members are familiar with the functions and benefits of their customized system. By placing a phone call, Members can bounce their needs, wish lists, concerns, or heck, even ideas for a home improvement project off their dedicated account manager trained in CDW•G’s products and services.
Once the order is placed through any of the above methods, it goes through a number of quality control steps to ensure what’s received is what was ordered.
First, the order is reviewed for accuracy by Members’ CDW•G account team. Once confirmed, it is sent to our Credit Department for approval and credit-release. The member will receive immediate confirmation via email. In addition, real-time order status information is available 24 hours a day on Members’ CDW•G Account Center. The order status feature enables Sourcewell members to sort orders by status: open, completed, backordered, and cancelled.
After the order is credit-released, it is sent to the Purchasing Department to have the product pulled from stock, or, if the Member has a Staging Agreement or planned roll-out, it comes from the Members’ dedicated inventory. Members benefit from the fact that CDW•G has two strategicallyDocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 45 12/6/2022
located distribution centers that hold $220M of inventory, on average. At any given time, we maintain 1-4 weeks of stock supply ensuring items are consistently in stock for rapid deployment.
CDW•G’s distribution centers are designed for continuous commitment to accuracy, quality, and speed. Each step in the product movement process is verified with a barcode scan, from receiving through shipping. We ship 40,000 to 50,000 boxes per day depending on the time of year. Our facilities have multiple levels of storage, miles of high-speed conveyors and sorters, UPC bar code scanning, product serial number capture, and—well, so this is one of those times where things in the technology procurement process get a little complex. Should we just leave it at our shipment accuracy rounds up to 100%? Or, we invite you to take our nifty virtual tour:
https://www.cdw.com/webcontent/hubs/services/CDW_DistributionOverview_g.html As one of the largest direct marketing resellers in the U.S., CDW•G has positioned itself very closely with the major shipping companies and other delivery service companies to provide standard or expedited product delivery. Due to the extensive carrier worldwide service capabilities, excellent record for on-time delivery, and competitive pricing, we ship the majority of our products via UPS or FedEx. Both companies have onsite employees at our distribution centers, individuals with a track record of supporting CDW•G with sophisticated capabilities to leverage their intermodal transport options.
We also have contracts with truck load (TL) and less than truck load (LTL) carriers for large orders and heavy products.
For orders using the Sourcewell contract’s terms and conditions, the Sourcewell contract is identified at the line item level or on the Statement of Work, and this triggers our Contract Editor system (Please see our response to Question 63) to ensure the sale is captured as a contract sale and our internal controls go to work. The Sourcewell Member receives invoice detailing Sourcewell contract has been used and this leads into reporting.
For managing the contract and providing quarterly sales reports, Sourcewell h post- award process. Other companies often leave contract management to th outside of the scope of the RFP erroneously being purchased through this co The reports that our contract management professionals currently generate run the gamut from quarterly sales reports for Sourcewell to highly manual, daily federal reports. We have been sending these for the past 20-some quarters on the current contract, and are available to meet with Sourcewell to review any details and answer questions, as needed. Sourcewell and its members will continue to benefit from CDW•G’s exacting, on-time reporting standards.
CDW•G will not be using a dealer network as part of our response. *
53 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell Members for using this process?
Yes, Sourcewell members can use P-cards in both eProcurement and noneProcurement orders. There is no additional cost for using this process.
However, Members who opt for payment terms (e.g. Net 30) are not then allowed to settle terms by invoice with a P-card. As an added capability at no additional cost, CDW•G is capable of providing level 3 information on PCards for Visa, MasterCard or American Express. This service provides line item detail remittance of the transaction on member cardholders’ statements.
Level 3 allows the member agency to track expenses and to ensure that the products purchased on its card were in fact legitimate purchases. *
Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form.
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54 Describe your pricing model (e.g., line-item discounts or product- cat materials (if applicable) in the document upload section of your resp To ensure Sourcewell Members can easily procure technology products and services at competitive discounts, CDW•G offers pricing in the same simplified model that Sourcewell members are familiar with on the current contract: Percentage discount off CDW•G Nationally Advertised Price (Advertised) for technology products and services categories, available at www.cdwg.com We believe the best solutions are simple to price, simple to sell, and simple to implement. Though Sourcewell members will be able to choose from over 100,000-strong technology product catalog, CDW•G makes understanding the discount and pricing Members will receive simplified by organizing our diverse catalog into 25 commonly recognized item categories:
Accessories, Power, Cooling & Racks, Desktop Computers, Data Storage/Drives, Enterprise Storage, Point of Sale/Data Capture, Servers & Server Management, Notebook/Mobile Devices, NetComm Products, Carts and Furniture, Printing & Document Scanning, Services (Partner Delivered), Software, Collaboration Hardware, Video & Audio, Cables, WarrantiesProduct Protection, Video Hardware, Interactive Whiteboards, Interactive Flat Panel Display, Chromebooks, Google Chrome Management SaaS, Apple products, and Amazon Web Services. Special pricing and extra discounts we have secured through our close OEM partnerships are reflected in the percentage discounts calculated off Advertised. CDW•G publishes, maintains, and provides access to Advertised at www.cdwg.com as we do for other large-scale contracts and all of the open market business we transact. While we’ve seen some public sector customers prefer to use a discount off MSRP (Manufacturer’s Suggested Retail Pricelists), the unique cost- savings Sourcewell members have come to expect from the current contract cannot be realized on the next contract with that type of structure. Using Advertised allows members to realize greater cost-savings due to a better dynamic price baseline driven by current market conditions and pricing trends. In general, there is a downward trend in IT hardware and software cost over time, and CDW•G’s Advertised is benchmarked against current market demand as well as live pricing on our competitor’s websites; it is then adjusted to remain competitive in the marketplace. One of the benefits of using CDW•G’s Advertised is that it is available 24/7, and Sourcewell members can feel confident that pricing is both up-to-date and competitive, rather than a static number that does not accurately reflect the true market.
A well-recognized example of volatility is when a new iPhone releases for $699 and the one bought just yesterday suddenly drops in value from $399 to $99. A number of unique factors contribute to CDW•G’s ability in setting a competitive price point:
Volume CDW•G processes one order transaction nearly every three seconds. This volume makes us the largest multi-brand IT provider, giving members the broadest look at market trends – especially pricing. We know quickly when our pricing needs to be adjusted to remain competitive, and CDW•G’s staff of pricing specialists and Product Management teams adjust accordingly.
Sales Data Our sales systems show ordering trends by product, indicating slow evaluate our prices.
Supplier Relationship CDW•G’s strong supplier relationships provide aggressive pricing and forward-looking analysis. Our relationships with multiple providers give us a real-time look at ‘alternate path’ pricing.
CDW•G’s Advertised tracks and adjusts the prices on a large set of products on a weekly basis.
Competitive Price Analysis Sourcewell can trust that contract pricing is competitive with other large- scale contracts. As stated above, by tying your discounts to the CDW•G’s Advertised reference point, we ensure realtime competitive pricing for purchases over the life of the agreement. All of the products we expect Sourcwell to consider as part of this offer can be found at www.cdwg.com/sourcewell.
Additionally, we have provided sales for Sourcwell members in Canada through our CDW Canada affiliate. The discounts are off CDW Canada Advertised price and are quoted in local currency (CAD). Categories of Canadian catalog are similar though not identical. Please refer to our Canadian pricing offer in the required Pricing document uploads for more information.
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55 Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range.
CDW•G: 0% to 13% Discount off Advertised Price CDW Canada: 0% to
7.75% Discount off Advertised Price *
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56 Describe any quantity or volume discounts or rebate programs that you offer.
Sourcewell prices and percentage off discounts listed in our proposal are the ceiling price at QTY 1. It is our experience, both on the Sourcewell contract and across the broader scope of our business, that few purchases are made for QTY 1 and that often we can share additional discounts with customers through our close relationships with key OEMs. On the current contract, we advocated for Sourcewell members and secured volume discounts on a number of OEMs, including HP and Nutanix. By purchasing in volume or as part of a larger project, approximately 20% of Members enjoyed discounts between 10-20% below the contract ceiling price throughout 2018. Additionally, CDW•G maintains our two distribution facilities with over one million square feet of inventory space available. While our competition tries to paint these facilities as an unnecessary expense, they miss out on one of the key benefits of our model. CDW•G can regularly take action on strategic buy-in programs offered by distributors and OEMs as they feel pressure of product accumulating in their supply chain or need to attain a certain sales threshold for a financial milestone, such as their end-of- quarter or fiscal year. When these opportunities arise, CDW•G has adequate space available to buy in hundreds of units at a reduced cost— and we choose to blend that cost with the general inventory, driving down prices for Sourcewell members in the process. And let us say the ways and means of discount/rebate programs offered from competing vendors on this contract will certainly all sound appealing. But take note that without a team dedicated to tracking and managing purchases, and applying those special discounts appropriately, any resulting oversights will be as inexcusable as letting a puck slip through the five- hole. As part of the CDW Experience, we have a team of program management professionals, including a contract manager and contract analyst dedicated to Sourcewell, who ensure that Sourcewell members receive all program benefits. *
57 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request.
Due to our routine partner reviews, we rarely run into having to onboard new vendors or products for specific requests. When we do, our scrupulous process ensures that new partners work with us in delivering the CDW Experience. This process features collaboration with customers, sales teams, distribution coworkers, internal analysts, Product and Partner Management teams, and our legal department. Again, this is one of those components of technology procurement that is extremely complex behind the curtain, but for Sourcewell members the benefit of working with CDW•G is simple:
security. When sourced products or related services are needed, CDW•G can easily facilitate this process for Sourcewell members. In instances where an entirely new product or related service becomes available through our catalog, such as when we began selling AWS on the current contract, our Program Management team works with Sourcewell to add it to the contract at a reasonable percentage discount for Members, taking into account relative category discounts already established on the contract.
As for facilitating related services, CDW•G has the resources to develop and deliver services that require nonstandard options, or unique scopes of work, pricing and specific terms. We work with our solution architects and partners to create these project scopes and provide a wide range of services. We then have a team of service contract specialists and service contract negotiators dedicated to drafting, editing, reviewing, and negotiating service contracts to meet the specific needs of our customers. In addition, CDW•G has legal resources to negotiate customer-specific terms and project-specific terms for our customers. The contracts team handles service contracts from initial drafting to full execution of a statement of work, ensuring the Sourcewell members’
experience is streamlined and services can begin in a timely manner. *
58 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like pre-delivery inspection, installation, set up, mandatory training, or initial inspection. Identify any parties that impose such costs and their relationship to the Proposer.
All costs to serve Sourcewell members are included in the pricing. Services are quotes as designed by the Member and may include training or implementation costs, which are included at the time of quote and never ‘tacked on’ after purchase. *
59 If freight, delivery, or shipping is an additional cost to the Sourcewell Member, describe in detail the complete freight, shipping, and delivery program.
Free ground shipping is for the cheapest ground option. For all other options, we offer Members a freight difference option. An example of this is our Discounted Overnight Shipping program. Members can elect a faster delivery method and receive a discount from our standard overnight price equivalent to the standard ground shipping benefit they would have received for the same items. For example, if standard ground freight would have cost $10 and the 2-day air option costs $25, then the Member is asked to pay $15 for 2-day air – the difference. In this methodology, the Member retains the benefit of the ‘free ground’ consideration.
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60 Specifically describe freight, shipping, and delivery terms or programs available for Alaska, Hawaii, Canada, or any offshore delivery.
For Sourcewell members placing orders in Alaska and Hawaii, freight options are Ground, Express, and Priority, though these options can vary depending on shipping address. Once an order is entered all available options to that shipping address will be shown. Specific carrier options are UPS, USPS, CEVA, and UPS Freight. Transit Time are Ground 3-5, Express 2-3 Day, Priority 1-2 Day, though these can also vary depending on when the shipments leave on the truck.
For Sourcewell members placing orders in Canada, standard terms for Shipping are: F.O.B. Destination, Freight prepaid, and added. All products are shipped from one of CDW Canada’s partners’ distribution centers in Toronto, Mississauga, Calgary and Vancouver. CDW Canada partners with numerous distributors including Ingram Micro and Tech Data within Canada to complement our purchasing model. That’s why over 95% of all credit approved, in-stock orders are shipped the same day and are received the next business day. In most instances, Sourcewell members can expect purchases to be delivered the next day or within an average of 3 days by standard ground transportation. CDW Canada through distribution partners uses UPS, Purolator, FedEx, and many other freight carriers for larger shipments.
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61 Describe any unique distribution and/or delivery methods or options offered in your proposal.
While most of our industry is down-sizing and drop-shipping, CDW•G maintains a unique blend of operating our own distribution centers with dropship capabilities, where sensible. We have distribution centers in Nevada and Illinois that are a combined 1,000,000 square feet. Though the Illinois center primarily serves the eastern United States and the North Las Vegas center the western U.S., our two distribution center model allows us to ship based on availability and at a historical accuracy of 99.7%. More than 460 distribution coworkers work a 24x5 work schedule and we have the ability to scale up during busy seasons. Our capacity to ship is at 54,000 boxes daily, though our single day record is 37,000 boxes, leaving us plenty of capacity for this growing contract. Our customers appreciate the trickle-down value these distribution centers provide, which also allow us to offer better service on imaging, staging services for large roll-outs, and White Glove Services on the millions of Chromebooks we sell each year. We provided customers, many of them Sourcewell members, over several million Chromebooks in 2018 and performed White Glove Services on upward of 30%. Where customer projects don’t require configuration or custom services, our drop-ship capabilities allow us to keep costs down.
As further evidence of the unique level of service we can deliver, CDW•G was selected to be the sole mobile device provider for the 2020 U.S.
Census, scheduled to deploy nearly 500,000 devices over the life of the contract to United States Census Bureau Headquarters, Census Offices (250+), and selected 2020 Decennial Census employee homes. This year, CDW•G has successfully deployed over 65,000 devices for the project. Due to our capabilities mentioned above, we are currently delivering on orders with the same exceptional service with no disruption to our normal business.
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Pricing Offered
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Item The Pricing Offered in this Proposal is: * Comments 62 c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments. *Generally and in aggregate, the pricing to Sourcewell members
is lower than that offered to
other cooperatives or state
purchasing departments.
Audit and Administrative Fee
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63 Specifically describe any self-audit process or program that you plan to With respect to CDW•G’s compliance strategy, we are unique in employ to verify compliance with your proposed Contract with Sourcewell. how we approach managing and maintaining our contracts. Our This process includes ensuring that Sourcewell Members obtain the proper process begins very early in the sales lifecycle by training our pricing, that the Vendor reports all sales under the Contract each quarter, sales force on the Sourcewell agreement to make sure they are and that the Vendor remits the proper administrative fee to Sourcewell. selling the right products at the right discounts for Sourcewell members. We can only imagine what a mess it would be for all parties should an uninformed seller transact, say, a 3rd party managed services deal on this Sourcewell agreement.
After a sale has gone through, rather than putting the burden of reporting and compliance checks on the sales teams like other companies, CDW•G dedicates a highly specialized Program Management team led by Mark Ellis and David White for our K-12 Education and State and Local Government contracts. Mark, David, and their team are experts in general contract management, and specialized in the Sourcewell agreement. Mark is very familiar with Sourcewell’s unique place in the cooperative contract space, drawing on lessons learned and historical data dating back to CDW’s first contract with Sourcewell in 2004. Mark and his team are tightly integrated into the contract requirements and how compliance matters to the Sourcewell Membership.
The next element of CDW•G’s compliance process is a defined selfaudit process. The Program Management team is solely responsible for ensuring that only Sourcewell members are able to access the Sourcewell agreement, utilizing the Sourcewell membership list online at https://www.sourcewell-mn.gov/member-lookup or via regular updates provided to CDW•G from Sourcewell’s contract administrator Lindsey Meech.
Additionally, our transparent partnership with the Sourcewell membership team allows our Sourcewell program to be nimble and use real-time information to ensure members have access to the agreement to drive both sales and compliance. The CDW•G Program Management team uses a custom contract management tool called Contract Editor. Only the Program Management team has access to the tool, which streamlines the process and positions us to strictly adhere to the agreement. The Contract Editor tool is a major differentiator for CDW•G. It is a custom-built application that integrates with our internal tools to manage the following items:
- Customer access to contract
- Contract pricing
- Contract shipping commitments
- Contract fee compliance
The tool matches Sourcewell’s unique contract code from a data pool of all CDW•G sales. We access this information to ensure our reports are submitted quarterly and on time, just as we’ve done for nearly 20 quarters on the current contract. For example, during one recent quarter, CDWG reported $187M total sales to a total of 6,123 individual Sourcewell members representing all of the public sector segments, as well as non-profit agencies in all 50 states.
These sales included products and services sourced from 663 individual manufacturing partners. Any vendor hoping to be successful in executing this contract should clearly demonstrate the ability to manage a report of this size and scope with all of the necessary detail, cross referenced to Sourcewell’s membership database and in compliance with all of the contract’s pricing rules.
Before we submit our contract sales report to Sourcewell, the CDW•G Program Management team quality checks the report.
Because we are committed to accuracy, our team goes through the entire report line-by-line to ensure membership access to the agreement, which confirms only Sourcewell members are accessing the agreement, providing any data we need to follow up on something that doesn’t look right. During the recent quarter, a total of 226,639 individual notebook computers were sold during that three-month period—the report consisted of 83,000 lines, each representing an individual transaction. Good thing we hire only the biggest contract nerds out there.
This thorough review also ensures pricing is sold at or below the agreed upon contract price, the proper administrative fee is remitted to Sourcewell, and confirms all of the available value-adds we’ve negotiated for Sourcewell members, such as free freight on orders using the cheapest ground shipping options.
After we’ve submitted the report, we meet with Sourcewell to review the pricing and reporting to discuss any price discrepancies or numbers that look amiss to ensure we are meeting all of Sourcewell’s requirements.
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64 Identify a proposed administrative fee that you will pay to Sourcewell for facilitating, managing, and promoting the Sourcewell Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor’s sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member’s cost of goods. (See the RFP and template Contract for additional details.)
CDW•G is proposing the same general administrative fee which led to more than $2,500,000,000 in sales over the term of the current contract: 1.00%. At CDW•G, we think simplicity and continuity is a good thing. Sourcewell and CDW•G both experienced record growth on the current contract at this administrative fee, and we expect even greater results on the next contract as our partnership grows (please see Question 9 for our expectations). For select product categories in our offer, to best meet Sourcewell member needs we propose these fees:
- Software: 0.25%
- Chromebooks: 0.00%
- Google Chrome Management SaaS: 0.25%
- Amazon Web Services: 0.25% To best serve Sourcewell’s grow
1.50% For select product categories in our offer, to best meet Sourc - Desktop Computers: 1.00%
- Notebook/Mobile Devices: 1.00%
- Chromebooks: 0.00%
- Google Chrome Management SaaS: 0.00%
- Amazon Web Services: 0.00%
- Microsoft Azure: 0.00%
- Apple: 1.00% We are confident in our fee structure due to our track record of success, and a mutual understanding between CDW•G and Sourcewell that the highest fees don’t lead to the highest growth. CDW•G has alternate cooperative contracts in our portfolio—it’s worth noting any company with the resources necessary to provide on a contract of Sourcewell’s size will in all likelihood hold numerous cooperatives—yet our sellers consistently choose Sourcewell because of its unique advantages: member focus, flexibility, and fair administration fees.
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Industry Specific Questions
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65 If you are awarded a contract, provide a few
examples of internal metrics that will be
tracked to measure whether you are having
success with the contract.
Sourcewell needs a partner with the insight to identify internal metrics that matter, and then the discipline to track them. A representative sample of internal metrics we’ve found to be good indicators for a successful partnership are the following:
- Customer Utilization (“spend” - breaking down by segment: State & Local Government, K- 12 Education, Higher Education, Federal Government)
- Technology Category penetration
- New members brought into contract
- # of opportunities
- Customer Satisfaction survey responses
- Repeat customers
- Customer % that grows As Sourcewell knows from the quarterly reports CDW•G’s Program Management team sends, we can track many, many more internal metrics than this.
And to make certain the internal metrics we track match up with Sourcewell’s vision for success, we intend to meet upon award to set mutually agreed upon metrics/key performance indicators for the next five years.
*
66 Describe your capability to report Sourcewell mem
eco- labe
For Sourcewell members concerned with the environmental impact of their procurements, we track industry-recognized data to help them understand their footprint. Sourcewell members can receive from CDW•G both EPEAT reporting, which is the leading global ecolabel for the IT sector, and Energy Star, a government-backed energy efficiency measure. For these reports we provide quarterly, calendar year, or fiscal year reporting, depending on members’ needs.
Sourcewell members with custom time-frame reporting requests typically are honored as well.
As a value-add to presenting the raw data, upon request CDW•G’s Program Management team will save time for members with a summary tab that provides a snapshot of their spend by EPEAT/Energy Star versus all spend, for products we have collected this information on. If Sourcewell members have further specific requests, such as category breakouts in an easy-toread summary, CDW•G can work with them to provide that as well. Finally, CDW•G’s account managers help Sourcewell members understand and meet green initiatives. Our sales force will guide Sourcewell members toward solutions with environmentally preferred attributes at the pre-sale stage, and also make this a part of quarterly business reviews so that members are aware of our green offerings. *
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 51 12/6/2022
67 Describe your capability to identify third-party
issued eco-labels, ratings or certifications for
the equipment or products within your catalog
related to energy efficiency or conservation,
life-cycle design (cradle-to-cradle), or other
green/sustainability factors.
With new environmental legislation being proposed at all levels of government, Sourcewell members require a partner that can help them understand their purchases and remain compliant. Eco-labels, ratings, and certifications for solutions in our catalog can be found on CDW•G’s website at www.cdwg.com. CDW•G can also help Sourcewell members in determining environmentally preferable solutions through a number of ways, including training our sales force on the changing requirements of environmental legislation at all government levels, and offering solutions that meet the evolving standards associated with the Environmentally Preferable Purchasing Program (EPP) and the IEEE Standard for the Environmental Assessment of Personal Computer Products.
*
68 Describe your strategy related to the
implementation and management of multiple
cooperative purchasing contract awards, if
applicable.
Any reseller that believes it has the size, resources, and capabilities to meet the high standards established in recent years on the Sourcewell contract will in all likelihood hold multiple cooperative agreements. CDW•G has partnered with multiple coops for 20 years, and we are proud to say all of our historic partners have grown. Similar to our successful approach in offering competing brands of technology, we have a well-formed group of core coop partnerships that offer different benefits to their membership base. CDW•G does its sincere best to provide clear information to customers and help them in choosing both the right technology as well as the right contract for their needs. By working with CDW•G’s Program Management team who are experts on each contract, our account managers are kept up-to-date on contract benefits and requirements, along with any changes to programs, which they pass along to their customers for a complete procurement picture. Each cooperative has a unique Program Manager to avoid any conflict of interest as the team works on marketing plans together. CDW•G’s organizational structure supports this contract specialization, ensuring each contract partner receives the individualized attention it deserves and that allows it to grow and be successful. Sourcewell will have two trusted members of CDW•G’s Program Management team who handle all reporting, who are experts on Sourcewell’s unique benefits and requirements, and are responsive to Sourcewell’s needs. Our strategy is not to pit cooperatives—or technology brands for that matter—against each other, but to have individualized growth plans and objectives. After the evaluation committee has read through our proposal, we hope ours for Sourcewell is clear and inviting. Please remember, as Sourcewell’s primary IT contract partner on the current Technology Solutions contract, CDW•G has furthered our history of alignment, trust, and accelerated contract adoption. Due to a disciplined organizational strategy, we have collectively grown the Sourcewell contract revenue by 44% over the last 5 years and increased the number of members accessing Sourcewell’s CDW•G contract by 23%. Keeping a similar alignment in the future, we expect growth to continue from our ongoing dedication to serving Sourcewell’s membership at the highest level.
*
69 Identify any reseller certification(s) (or similar
third-party validation of technical expertise)
that your organization has attained, if any.
Out of respect for the Sourcewell evaluation committee’s time, to allow space in your schedules Reseller CDW•G has been an Acer America Authorized Reseller for over 17 years, and is curre Apple – Premium Corporate Reseller CDW and Apple have a very successful, established relationship.
- Apple’s Largest Corporate Channel Partner in the US
- Apple’s only reseller with the designation Premium Corporate Reseller We are an Authorized including mobile device management, carrier activations, and application development.
Cisco Gold Certified Partner There is no other Cisco Gold Partner in the world that offers CDW’s expertise across multiple technologies.
- In 2018, CDW achieved the newest of Cisco’s Master Specializations, in networking, making CDW the first Cisco channel partner in the Americas to hold all five Master Specializations that Cisco offers. The other Cisco Master Specializations are security, collaboration, data center and hybrid cloud, and cloud and managed services. Master Specializations are Cisco’s highest and most exclusive level of partner certification. - At the 2018 Cisco Partner Summit, CDW was recognized as Architectural Excellence Partner of the Year: Security. In addition to this global award, CDW received 13 geography and theater/area awards.
Dell EMC Titanium Black Partner In 2017, Dell EMC named CDW a Titanium Black Partner, a ne exemplary commitment to Dell EMC.
- CDW is Dell’s #1 Partner Worldwide.
- CDW is the only channel partner that stocks Dell EMC hardware. - CDW has dedicated Dell EMC account managers. HPE Platinum Business Partner
CDW has had a partnership with HP/HPE for the past 30 years. CDW is an HPE Platinum Partner and was honored with Hewlett Packard Enterprise’s 2016 North America Network Service Provider (NSP) Partner of the Year Award at HPE’s Global Partner Conference.
HP Inc. Platinum Business Partner CDW is an HP Inc. (HPI) Platinum Business Partner and HPI’s #1 partner worldwide. We are
authorized to sell HP’s full suite of products and field a large onsite team that provides expert
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 52 12/6/2022
guidance and support. Lenovo
– Largest Global Partner
CDW is Lenovo’s largest Global Direct Response Channel Partner. Microsoft Gold Certified Partner CDW is a Microsoft Gold Certified Partner, #1 ranked Licensing Solution Provider (LSP) and ESA (Enterprise Software Advisor). CDW is also a Microsoft Software Asset Management (SAM) Partner and an Authorized Direct Reseller (ADR) for Open Value licensing programs in all 50 states and Canada. We are the worldwide leader in Microsoft Enterprise Agreements as well as Server and Cloud Enrollments. CDW ranks as Microsoft’s #1 LSP in the following areas:
- CSP – Cloud Solution Provider
- Surface ADR – Authorized Device Reseller CDW is one of only a handful of Cloud Solution Providers to work with Microsoft. As a testament to our expertise and differentiation, CDW ranks as Microsoft’s #1 LSP in the following areas:
- Reseller of Microsoft Cloud Solutions
- Office 365 customers deployed
- U.S. Partner in Azure
- Open Value Agreement CDW is an authorized Microsoft National Systems Integrator Partner offering award-winning services around all of Microsoft’s key solution areas. CDW is one of only a handful of Cloud Solution Providers to work with Microsoft.
At the individual level, CDW•G coworkers hold nearly 6,700 technical certifications, with the highest number for leading OEMs such as Cisco, Microsoft, and Dell EMC. Cisco. CDW has over 1,700 Cisco-certified presales engineers, technical specialists, solution architects, and professional services engineers who are available to provide expert guidance and support.
We hold over 90 Cisco Expert certifications.
CDW has the highly qualified resources to stay current with Cisco technologies and continue to meet the standards for all of our specializations. CDW has almost 1,900 Cisco certified presales engineers, technical specialists, solution architects, and professional services engineers who are available to provide expert guidance and support. Certifications include:
- ~100 CCIE/CCDE (includes 1 Quintuple, 6 Triple, 16 Double) - ~350 Cisco Certified Professionals (CCNP/CCDP/CCSP/CCVP/CCIP) - ~650 Cisco Certified Associates (CCNA/CCDA)
- ~700 Cisco Certified Sales Experts Microsoft. As a testament to our expertise and differentiation, we have approximately 300 Microsoft-focused engineers, technical specialists, presales consultants, and project managers dedicated exclusively to our customers’ Microsoft engagements. Our team has completed more than 6,000 Microsoft services engagements and 750 joint Microsoft-CDW engagements to date.
Dell EMC. We have the following certified Dell-EMC engineers at CDW•G - ~40 EMC certified technology architects
- ~10 Dell EMC Enterprise technical pre-sales specialists - ~10 Dell EMC client solution specialists
- ~10 EMC certified cloud architects
- 1 EMC certified data scientist
- ~10 EMC certified implementation engineers
One of the reasons we’ve been so successful in receiving technical certifications and validation from our partners is through organizational investment. CDW employs a dedicated vendor accreditations coordinator (VAC) who takes responsibility for monitoring coworkers’ technical and vendor sales certifications in line with our manufacturer partner accreditations. The VAC is part of our Vendor Alliances department, which comprises Vendor Managers for all major hardware manufacturers including HPE/I, Dell, IBM, Lenovo, HDS, Cisco, NetApp, and EMC. We have the highest-level reseller partnerships (Platinum or Gold) with these vendors, which are usually contingent on CDW maintaining minimum numbers of accredited resources at all levels from sales, pre-sales, field and systems engineer to architect. However, we tend to exceed these.
Four CCIEs are required for a company to maintain its Cisco Gold Certified Partner status.
CDW has more than 10x the required number with 63 CCIEs in our company.
Each of the partner vendors has designated an Account Manager and Systems Engineer to CDW, who communicates product developments to our Vendor Managers, as well as the associated technical training courses available. Some vendors also have Partner Education Managers specializing in training and certification guidance for CDW. The Vendor Managers then work with the VAC to identify the staff impacted by the development and make bookings for training and exams.
Finally, CDW•G has coworkers that hold various levels of project management related certifications including the following.
- Certification: American Society for Quality ‐ Certified Six Sigma Green Belt - Certification: CCIE
- Certification: CCNP/CCDP
- Certification: Certified ScrumMaster ﴾CSM﴿
- Certification: Cisco Telepresence PM Certification
- Certification: CISSP
- Certification: CSM
- Certification: CSM ﴾Certified Scrum Master﴿
- Certification: ITIL Foundation
- Certification: ITIL Foundation
- Certification: ITIL Foundation
*
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 53 12/6/2022
- Certification: ITIL Foundation, MBA
- Certification: ITIL Practitioner
- Certification: ITIL Service Operation
- Certification: Lean Six Sigma Black Belt
- Certification: Master Certificate in Project Management - Certification: Master of Science in Project Management - Certification: MBA
- Certification: MCSE
- Certification: PMI CAPM
- Certification: PMI PgMP
- Certification: PMI PMP
- Certification: PMI‐RMP
- Certification: Project +
- Certification: Six Sigma Yellow Belt
- Certification: Six Sigma Black Belt
- Certification: Six Sigma DMAIC Green Belt
70 Summarize your current approach to serving Sou
for- profit) and plans to grow utilization of your
Currently, we serve Members in each vertical with a specialized sales team dedicated to similarly situated accounts (government, education, or not-for-profit) to promote familiarity with the common technology trends for each vertical as well as gain expertise in handling various regulations or contracting norms for that part of the Member base. In addition to the specialized sales team, we segment our marketing along these verticals—creating special landing pages on cdwg.com and publishing magazines for each vertical, such as www.EdTechMagazine.com to give focus to the discreet issues facing Members which might be solved by technology. This platform has been a valuable resource for feedback to CDW•G from the community we serve; though we obviously need to feature some advertisement to fund the investment, we try to keep that activity to a minimum to showcase the message of solutions in the forefront.
We intend to continue our sales team segmentation approach to serving Members because it wo us closer to the customer, increases understanding of their unique challenges and amplifies our Additionally, CDW•G is experiencing a transformation from a VAR into a solutions provider including robust services to compliment the products we have traditionally sold and enable better outcomes through a completely implemented and supported solution. Our logistics capabilities remain top-notch and we do not intend to cede any ground to the competition on our unmatched reputation for smooth transactions and reliable delivery. We are building atop that foundation with the same intense focus on bringing exceptional value, reliability and customer-focus to the service portfolio as it expands. Engineering talent will continue to mostly be arranged by technology—a wireless network requires deep understanding of the nuances of the connectivity and access point specifications for number of users, area served, materials used in the building—less knowledge about the customer segment. Our design specialists are trained to surface segment specific considerations, while the engineers maintain their expertise in the technology itself.
Specific to the growth of Sourcewell, CDW•G will continue to work closely with Sourcewell to present the Sourcewell contract to new Members as an alternative to going through a time and resource-consuming RFP process. As demonstrated in the past, CDW•G can customize the Sourcewell agreement to meet the unique needs of each customer vertical. For example, we onboarded AWS with customer specific terms and conditions for K-12 Education. And we will work with Sourcewell to identify low-spend CDW•G customers that have successfully adopted other Sourcewell contracts. We’ve begun efforts like this before, and feel we have a good blueprint for CDW•G to build a plan with Sourcewell and leverage other Sourcewell contract partners, such as Grainger, to increase the number of members accessing the technology contract. CDW•G will reciprocate efforts with any non-competing Sourcewell contract partner to maximize Sourcewell’s overall contract adoption, regardless of commodity. *
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 54 12/6/2022
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as “Marketing Plan.” Financial Strength and Stability - Financial Strength and Stability.zip - Tuesday August 13, 2019 07:37:56 Marketing Plan/Samples - Marketing Plan Samples.zip - Tuesday August 13, 2019 07:38:08 WMBE/MBE/SBE or Related Certificates - WMBEMBSBE or Related Certificates_CDW QNA Letter.pdf - Tuesday August 13, 2019 07:38:18 Warranty Information - Warranty Information.zip - Tuesday August 13, 2019 07:38:32 Pricing - Pricing.zip - Tuesday August 13, 2019 10:00:57 Supplemental Pricing Documentation (if needed) - Supplemental Pricing Documentation.zip - Tuesday August 13, 2019 10:10:00 Additional Document - Additional Documentation.zip - Tuesday August 13, 2019 11:47:45 DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 55 12/6/2022
Proposers Assurance of Comp
PROPOSER ASSURANCE OF COMPLIANCE
PROPOSER’S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the “Proposer”), swears that the following statements are true to the best of his or her knowledge.
1. The Proposer is submitting its proposal under its true and correct name, the Proposer has been properly originated and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before delivering any products and related services, all applicable licenses necessary for such delivery to Sourcewell member agencies. The undersigned affirms that he or she is authorized to act on behalf of, and to legally bind the Proposer to the terms in this Contract.
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement or arrangement with any other vendor or supplier, any official or employee of Sourcewell, or any person, firm, or corporation under contract with Sourcewell, in an effort to influence the pricing, terms, or conditions relating to this RFP in any way that adversely affects the free and open competition for a Contract award under this RFP.
3. The contents of the Proposer's proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or agent of the Proposer and will not be communicated to any such persons prior to the official opening of the proposals.
4. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications request, and other documents in this solicitation and affirms that any and all exceptions have been noted and included with the Proposer’s Proposal.
5. The Proposer will, if awarded a Contract, provide to Sourcewell Members the /products and services in accordance with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other documents in this solicitation.
6. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality products and related services to Sourcewell Members under an awarded Contract.
7. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
8. The Proposer understands that Sourcewell will reject RFP proposals that are marked “confidential” (or “nonpublic,” etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be considered a “trade secret,” and thus nonpublic data under Minnesota’s Data Practices Act.
The Proposer understands that it is the Proposer’s duty to protect information that it considers nonpublic, and it agrees to defend and indemnify Sourcewell for reasonable measures that Sourcewell takes to uphold such a data designation.
By checking this box I acknowledge that I am bound by the terms of the Proposer’s Affidavit, have the legal authority to submit this Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic signature or electronic record was used in its formation. - Robert Kirby, President, CDW Government LLC
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
Yes No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
DocuSign Envelope ID: B9103D10-16E8-4220-A1A2-A4F534AE59B4 DocuSign Envelope ID: FA12C758-3EF4-45F3-B0DF-724674D71270 City Council 7 – 56 12/6/2022
AMENDMENT #1
TO
SOURCEWELL CONTRACT #081419-CDW
This Amendment is by and between Sourcewell (Sourcewell) and CDW Government LLC (Vendor). Sourcewell and Vendor will be collectively known hereinafter as “Parties.” Vendor was awarded a Sourcewell Contract for Technology Catalog Solutions effective December 1, 2019, relating to the provision of services by Vendor and to Sourcewell and its Members.
The parties agree that certain terms within the Agreement shall be updated and amended and only to the extent as hereunder provided.
In consideration of the mutual covenants and agreements described in this Amendment, the parties agree as follows:
1. This Amendment is effective upon the date of the last signature below.
2. Article 8 B. Administrative Fee is amended to add, “Upon written request of Vendor, Sourcewell will consider a reduction in Administrative Fees. The following Administrative Fee Reductions are approved through this amendment and remain in effect through the term of this Contract:
Affected Member:
Approved Administrative Fee Reduction
Through the Term of this Contract:
National Sheriff's Association, Alexandria, Virginia 0.25% State of Ohio Department Administrative Services 0.25%
Suffolk County Community College, New York 0.25%
Mansfield, Texas Independent School District 0.50%
All Florida State Universities Statewide 0.50%
University of Idaho 0.50%
All K-12 and HED in New York State 0.50%
University of Oregon 0.50%
All Oklahoma State Universities Statewide 0.50%
Tarrant County College District, Texas 0.50%
University of Maryland 0.50%
3. Notwithstanding the above, for all Sourcewell members, the Administrative Fee for Software shall be 0.25% and there shall be no fee for Chromebook hardware and Google Chrome License.
DocuSign Envelope ID: AEDECB71-DB3E-4A49-9A3B-2200553AF707 City Council 7 – 57 12/6/2022
4. The Agreement and any previous amendments are incorporated into this Amendment by reference.
Except as amended by this Amendment, the Agreement remains in full force and effect.
Sourcewell CDW Government LLC
By: By:
Authorized Signature Authorized Signature
Jeremy Schwartz Robert F Kirby
Name – Printed Name – Printed
Title: Director of Operations & Procurement/CPO Title: President, CDW Government LLC Date: Date:
APPROVED:
By:
Authorized Signature
Chad Coauette
Name – Printed
Title: Executive Director/CEO
Date:
DocuSign Envelope ID: AEDECB71-DB3E-4A49-9A3B-2200553AF707
City Council 7 – 58 12/6/2022
Public Works Agency
www.santa-ana.org/pw
Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: Amend Blanket Purchase Order for Plumbing Services
AGENDA TITLE
Amend the Blanket Order Contract with Horizons Construction Co., Pro-Craft Construction, Inc., and Verne’s Plumbing for Plumbing Services by Increasing it to an Annual Aggregate Amount Not to Exceed $370,000 for the Remainder of the Contract Term. (Specification No. 20-118) (General and Non-General Fund)
RECOMMENDED ACTION
Authorize an amendment to the blanket purchase order contracts with Horizons Construction Co., Pro-Craft Construction, Inc., and Verne’s Plumbing for plumbing services to increase the annual amount by $165,000, for a revised annual aggregate amount not to exceed $370,000, for the remainder of the current one-year term expiring September 30, 2023, and two one-year renewal periods, subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On October 20, 2020, at the conclusion of a competitive bidding process, the City Council approved blanket purchase order contracts with Horizons Construction Co., Pro-Craft Construction, Inc., and Verne’s Plumbing for a two-year period from October 1, 2020 to September 30, 2022, with provisions for three one-year renewal options. The services provided through these contracts are used by various City departments for general plumbing repairs, modifications, and renovations. With the recent adoption of the City’s FY22-23 budget, the City Council approved an additional $2.5 Million for park maintenance. The additional funding will support anticipated plumbing repairs throughout various City parks along with other enhanced services.
Due to the age of City facilities and ongoing capital improvement projects, staff recommends increasing the blanket purchase order contracts for plumbing services by an aggregate amount of $165,000, for a revised annual aggregate amount not to exceed $370,000 for the remainder of the agreement term.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
City Council 8 – 1 12/6/2022
Contracts for Plumbing Services
December 6, 2022
FISCAL IMPACT
Additional funds in the amount of $165,000 are available for expenditure in the current Fiscal Year 2022-23. Funds in the amount of $370,000 will be included in the proposed annual budgets for future years as follows:
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Renewal Options (Three 1-Year Term)
01113220-62300 General Fund
Parks Recreation
Community ServicesZoo, Contract
Services-Professional
26,250
01117652-62320 General Fund
PWA-Park Service
Enhancement,
Maintenance & Repair
Buildings & Ground
112,500
07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maintenance & Repair
Buildings & Ground
7,500
05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
11,250
06017641-62300 Water
Water System
Maintenance,
Contract ServicesProfessional
11,250
06717650-62320
Regional
Transportation
Center
PWA-SARTC
Operations,
Maintenance & Repair
Buildings & Ground
11,250
07317100-62300 Building
Maintenance
Building Maintenance,
Contract ServicesProfessional75,000
2022-23
Oct-June
01114403-62300 General Fund
Building & Facility,
Contract ServicesProfessional22,500
Subtotal: 277,500
01113220-62300 General Fund
Parks Recreation
Community ServicesZoo, Contract
Services-Professional
35,000
01117652-62320 General Fund PWA-Park Service
Enhancement, 150,000
City Council 8 – 2 12/6/2022
Contracts for Plumbing Services
December 6, 2022
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Maintenance & Repair
Buildings & Ground
07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maintenance & Repair
Buildings & Ground
10,000
05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
15,000
06017641-62300 Water
Water System
Maintenance,
Contract ServicesProfessional
15,000
06717650-62320
Regional
Transportation
Center
PWA-SARTC
Operations,
Maintenance & Repair
Buildings & Ground
15,000
07317100-62300 Building
Maintenance
Building Maintenance,
Contract ServicesProfessional100,000
2023-24
Jul-Jun
01114403-62300 General Fund
Building & Facility,
Contract ServicesProfessional30,000
Subtotal: 370,000
01113220-62300 General Fund
Parks Recreation
Community ServicesZoo, Contract
Services-Professional
35,000
01117652-62320 General Fund
PWA-Park Service
Enhancement,
Maintenance & Repair
Buildings & Ground
150,000
07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maintenance & Repair
Buildings & Ground
10,000
05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
15,000
2024-25
Jul-Jun
06017641-62300 Water Water System
Maintenance, 15,000
City Council 8 – 3 12/6/2022
Contracts for Plumbing Services
December 6, 2022
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Contract ServicesProfessional
06717650-62320
Regional
Transportation
Center
PWA-SARTC
Operations,
Maintenance & Repair
Buildings & Ground
15,000
07317100-62300 Building
Maintenance
Building Maintenance,
Contract ServicesProfessional100,000
01114403-62300 General Fund
Building & Facility,
Contract ServicesProfessional30,000
Subtotal: 370,000
01113220-62300 General Fund
Parks Recreation
Community ServicesZoo, Contract
Services-Professional
8,750
01117652-62320 General Fund
PWA-Park Service
Enhancement,
Maintenance & Repair
Buildings & Ground
37,500
07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maintenance & Repair
Buildings & Ground
2,500
05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
3,750
06017641-62300 Water
Water System
Maintenance,
Contract ServicesProfessional
3,750
06717650-62320
Regional
Transportation
Center
PWA-SARTC
Operations,
Maintenance & Repair
Buildings & Ground
3,750
07317100-62300 Building
Maintenance
Building Maintenance,
Contract ServicesProfessional25,000
2025-26
Jul-Sep
01114403-62300 General Fund
Building & Facility,
Contract ServicesProfessional7,500
City Council 8 – 4 12/6/2022
Contracts for Plumbing Services
December 6, 2022
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Subtotal: 92,5000
Total: $ 1,110,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 8 – 5 12/6/2022
Public Works Agency
www.santa-ana.org/pw
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: Blanket Order Contracts for Vehicle Tires
AGENDA TITLE
Award Blanket Order Contracts to Daniels Tire Service and Parkhouse Tire, Inc. for Vehicle Tires in the Annual Aggregate Amount of $200,000, for a One-Year Term with Four, One-Year Renewal Options (Specification No. 22-157) (Non-General Fund)
RECOMMENDED ACTION
Award blanket order contracts to Daniels Tire Service and Parkhouse Tire, Inc. for vehicle tires for a one-year period beginning December 6, 2022 and expiring December 5, 2023, with provisions for four, one-year renewals, in an annual aggregate amount not to exceed $200,000, subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Fleet Maintenance Division is responsible for the acquisition, maintenance, repair, and replacement of all City vehicles, trucks, and maintenance equipment. The City has a total fleet of 700 vehicles and equipment that require routine tire replacement to ensure driver safety, fuel efficiency, and proper vehicle upkeep. The various City vehicles utilize a large variety of tires selected to best suit each vehicle’s demand and to meet manufacturer’s recommendations. The Santa Ana Ordinance No. NS-2312 authorizes the City to utilize purchase against contracts from any public agency employing a competitive bid process. NASPO ValuePoint has awarded contracts for Bridgestone Americas Tire Operation, LLC. – contract #MA19102, and The Goodyear Tire & Rubber Company – Contract #MA19101. Daniels Tire Service is an authorized reseller offering the NASPO ValuePoint for The Goodyear Tire & Rubber Company contract. Parkhouse Tire, Inc. is an authorized reseller offering the NASPO ValuePoint for the Bridgestone Americas Tire Operation contract. Utilizing the contracts through both vendors will ensure immediate access and availability to the tires required.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
City Council 9 – 1 12/6/2022
Blanket Order Contracts for Vehicle Tires
December 6, 2022
FISCAL IMPACT
Funds are available in the Public Works Agency Fleet Maintenance Equipment Maintenance/Garage Operation account for the current Fiscal Year 2022-2023 and charged back to the various operating departments through monthly vehicle rental charges. Subsequent funding for the remainder of the first year of the contract and the four one-year renewal options, if exercised, will be budgeted and made available.
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
2022-23
(Dec-Jun)
07517100-
62322
EQUIP MAINTGARAGE
OPERATION
Maintenance &
Repair Machinery &
Equipment
$117,000
2023-24
(Jul-Jun)
07517100-
62322
EQUIP MAINTGARAGE
OPERATION
Maintenance &
Repair Machinery &
Equipment
$200,000
2024-25
(Jul-Jun)
07517100-
62322
EQUIP MAINTGARAGE
OPERATION
Maintenance &
Repair Machinery &
Equipment
$200,000
2026-27
(Jul-Jun)
07517100-
62322
EQUIP MAINTGARAGE
OPERATION
Maintenance &
Repair Machinery &
Equipment
$200,000
2027-28
(Jul-Dec)
07517100-
62322
EQUIP MAINTGARAGE
OPERATION
Maintenance &
Repair Machinery &
Equipment
$83,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 9 – 2 12/6/2022
Community Development Agency
santa-ana.org/cd
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: New Vouchers and Administrative Fee Funding for the Housing Choice Voucher Program
AGENDA TITLE:
Approve Appropriation Adjustments Recognizing Housing Assistance Payments and Administrative Funds to Administer New and Existing Vouchers (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing additional Housing Assistance Payments funds in the amount of $623,708 in the revenue account and appropriating the same amount to the expenditure account to administer 38 new vouchers. Also, recognize an additional $28,500 in Special Administrative Fees in the revenue account to expend the same amount on expenditure account. (Requires five affirmative votes)
2. Approve an appropriation adjustment recognizing additional Foster Youth to Independence Housing Assistance Payments funds in the amount of $376,512 in revenue account and appropriating the same amount to expenditure account to administer 25 new Foster Youth to Independence vouchers. (Requires five affirmative votes)
3. Approve an appropriation adjustment recognizing additional Administrative funds in the amount of $115,500 in the revenue account and appropriating the same amount to the expenditure account to administer 231 existing Mainstream Program Vouchers. (Requires five affirmative votes)
DISCUSSION
The Housing Authority recently received two (2) awards for new vouchers and an award of additional administrative funds. Combined these new vouchers will provide over $1 million in new funding per year for families pulled off of the 2022 Housing Choice Voucher Program Waiting List and eligible foster youth. The specific information for each award is provided below.
Funding for 38 New Vouchers
For the appropriation adjustment recognizing additional Housing Assistance Payments (“HAP”) funds for 38 new vouchers, the Consolidated Appropriations Act of 2022 City Council 10 – 1 12/6/2022
New Vouchers and Administrative Fee Funding for the Housing Choice Voucher Program December 6, 2022
appropriated $200 million for new incremental vouchers pursuant to a method, as determined by the U.S. Department of Housing and Urban Development (“HUD”), which included such factors as a severe cost burden, overcrowding, substandard housing for very low income renters, homelessness, and administrative capacity. Following this formula allocation, the Housing Authority was awarded 38 new vouchers (Exhibit 1). The funding for these vouchers is equal to $623,708 for the first year plus an additional $28,500 in Special Administrative Fees. After the first year, monthly HAP funds and ongoing administrative fee disbursements will be based on actual HAP expenses and leasing reported in the Voucher Management System, respectively.
Funding for 25 New FYI Vouchers
For the appropriation adjustment recognizing additional HAP funds for 25 new Foster Youth to Independence (“FYI”) vouchers, on September 28, 2022, the Housing Authority received an allocation of $376,512 in additional Foster Youth to Independence HAP funds (Exhibit 2) to assist up to 25 additional voucher holders. Through the FYI initiative, HUD will provide HCVs for youth eligible under the Family Unification Program. Through this targeted allocation, HUD is investing in local, cross-system collaborative efforts to prevent and end homelessness among youth with a current or prior history of child welfare involvement. The population eligible to be assisted with this FYI funding are youth certified by the Orange County Social Services Agency as meeting the following conditions:
1. Has attained at least 18 years and not more than 24 years of age;
2. Left foster care, or will leave foster care within 90 days, in accordance with a transition plan described in section 475(5)(H) of the Social Security Act; and
3. Is homeless or is at risk of becoming homeless at age 16 or older.
On July 17, 2018, City Council adopted a Memorandum of Understanding with the Orange County Social Services Agency that established a partnership to administer these types of vouchers for youth with a current or prior history of child welfare involvement. All of the 25 youth have already been identified and certified by the Orange County Social Services Agency.
Additional Administrative Fees for Mainstream Program Vouchers For the appropriation adjustment recognizing additional Mainstream Program Voucher administrative funding, on April 6, 2022, HUD issued PIH Notice 2022-07 announcing the availability of extraordinary administrative fees to help PHAs (“Public Housing Authorities”) lease their Mainstream Program vouchers given the challenges presented by the COVID-19 pandemic. The Housing Authority administers 231 Mainstream Program vouchers for non-elderly people experiencing homelessness with a disability. Mainstream vouchers serve households that include a non-elderly person(s) with disabilities. In recent years, HUD awarded new Mainstream vouchers through the Fiscal Year (FY) 2017 and FY 2019 Mainstream Notices of Funding Availability, and later awarded an additional $75 million of Mainstream vouchers to these PHAs through PIH Notice 2020-09: CARES Act Mainstream Funding for PHAs Awarded Funding Allocations in the 2017 and 2019 Competitions as authorized by the CARES Act. HUD City Council 10 – 2 12/6/2022
New Vouchers and Administrative Fee Funding for the Housing Choice Voucher Program December 6, 2022
then made $150 million available for new Mainstream vouchers through PIH Notice 2020-22: Mainstream Vouchers – Non-Competitive Opportunity for Additional Vouchers Authorized by the CARES Act.
On July 14, 2022, the Housing Authority submitted an application for extraordinary administrative fees to administer our unleased Mainstream Program vouchers as we prevent, prepare for, and respond to the COVID-19 pandemic, and on August 24, 2022, the Housing Authority received an award of $115,500 in Extraordinary Administrative Fee Funding (Exhibit 3). With these one-time funds, staff will return to City Council to recommend approval of an agreement with a nonprofit organization to administer these funds on behalf of the Housing Authority. The organization will conduct extensive landlord outreach in the private market and provide landlord incentives to increase the availability of rental units and decrease the time involved in the search for an eligible and affordable unit for Mainstream voucher holders. The organization will also provide housing navigators to connect landlords to clients through housing navigation services, and facilitate the lease-up process while ensuring wrap-around service case management services are in place afterwards for the tenants.
FISCAL IMPACT
Appropriation adjustments will recognize a total of $1,000,220 in HAP revenue account, for 38 new vouchers and 25 new Foster Youth to Independence vouchers. Additionally, $28,500 will be added in Special Administrative Fees and $115,500 will be added in the Mainstream Program Voucher Administrative revenue accounts for the following expenditures:
Fiscal Year Accounting UnitAccount Fund Description Accounting Unit, Account Description Amount
FY 22-23 13618760-69158 HOUSING AUTHORITYHAP Housing Assist Pmt $623,708 FY 22-23 14018760-various HOUSING AUTHORITYVOUCHERS ADM Administrative funds $28,500 FY 22-23 13618760-69169 HOUSING AUTHORITYHAP
Foster Youth
Independence TPV $376,512
FY 22-23 13918780-various HOUSING AUTHORITY -
Mainstream 5 Administrative funds $115,500
Total Expenditures $1,144,220
The expenditure-spending plan is only an estimate and is subject to change.
EXHIBIT(S)
1. HUD Award Letter dated September 23, 2022
2. HUD Award Letter dated September 23, 2022
3. HUD Award Letter dated July 29, 2022
City Council 10 – 3 12/6/2022
New Vouchers and Administrative Fee Funding for the Housing Choice Voucher Program December 6, 2022