HomeMy WebLinkAbout4.04 Authorizing Staff to Purchase Computers and Related Equipment from Dell Marketing, Ll.P., in Excess of $45,000STAFF REPORT
CITY COUNCIL
Page 1 of 2
Agenda Item 4.4
DATE:August 15,2023
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Authorizing Staff to Purchase Computers and Related Equipment from Dell Marketing, L.P., in Excess of $45,000Prepared by: Steve Windsor, CISO
EXECUTIVE SUMMARY:The City Council will consider authorizing the purchase of computers and related equipment from Dell Marketing, L.P. in excess of $45,000 through June 30, 2024.
STAFF RECOMMENDATION:Adopt the Resolution Authorizing the City Manager to Purchase Computers and Related Equipment from Dell Marketing, L.P. in Excess of $45,000 in Fiscal Year 2023-24.
FINANCIAL IMPACT:The funding to purchase computers and related supplies is included in both the General Fund Budget and the Internal Services Equipment Replacement Budget approved by the City Council as part of the annual budget process.
DESCRIPTION:Over the last several years, the City has engaged Dell Marketing, L.P. for computer-related purchases for daily business operations. The City routinely replaces computers and related equipment when these items reach the end of service life, currently defined as four years or longer for workstation and mobile devices The City has typically utilized Dell computer equipment for its workstation and server operating systems and displays. These products, as well as Dell’s customer service and build quality, have been well received by Staff.In preparation for the next round of equipment updates, Staff is requesting the City Council’s approval to continue to use Dell for software and hardware products in, excess of $45,000.Section 2.36.100.A.9 of the City's Purchasing Policy provides an exemption to a competitive bidding process when another public agency has administered a competitive bidding process and
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has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies or equipment. Dell offers its products to local government agencies based on an agreement with the National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Program. The NASPO ValuePoint agreement was competitively bid and is a Master Contract that can be utilized by local government agencies. This procurement tool has been used effectively by the City for several years.The original NASPO agreement and subsequent amendments are included as Attachment 2. While the most recent amendment extends the agreement to October 31, 2023, it is Staff’s experience that Dell renews its NASPO agreement on an ongoing basis. Approval of the Resolution (Attachment 1) will authorize the City Manager or designee to approve purchases from Dell in excess of $45,000 through the expiration of the current NASPO agreement and to extend the agreement for the remainder of the fiscal year, provided Dell maintains its current status with NASPO.
STRATEGIC PLAN INITIATIVE:None
NOTICING REQUIREMENTS/PUBLIC OUTREACH:City Council Agenda was posted.
ATTACHMENTS:1) Resolution Authorizing the City Manager to Purchase Computers and Related Equipment from Dell Marketing, L.P. in Excess of $45,0002) Exhibit A to the Resolution – NASPO ValuePoint Master Agreement and Amendments 1-6
227
Attachment 1
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 2
RESOLUTION NO. xx - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE CITY MANAGER TO PURCHASE COMPUTERS AND
RELATED EQUIPMENT FROM DELL MARKETING, L.P. IN EXCESS OF $45,000
IN FISCAL YEAR 2023-24
WHEREAS, the City requires the use of computers and related equipment for City operations
and routinely replaces computers and related equipment that has reached the end of its useful life;
and
WHEREAS, Staff desires to purchase computers and related equipment from Dell Marketing,
L.P.; and
WHEREAS,Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exceptions to the
typical public bidding process when the City is able to procure items from a competitive bid process
administered by another public agency; and
WHEREAS, Dell Marketing, L.P. has a valid pricing agreement publicly bid by NASPO
ValuePoint, which meets this Municipal Code provision for a publicly bid agreement, contract #
MNWNC-108, and contract is valid through October 31
st, 2023; and
WHEREAS,Staff anticipates that the total costs of software and products purchased from
Dell Marketing, L.P. will exceed $45,000, and Section 2.36.090 of the Dublin Municipal Code requires
City Council approval of equipment with a cost greater than or equal to $45,000; and
WHEREAS, Staff recommends that the City Council authorize the City Manager to amend
and extend any future amendments after the term of current contract, based on Dell Marking, L.P’s,
renewal of their NASPO ValuePoint contract, through June 30, 2024.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby:
1. Authorize the City Manager as Purchasing Agent to purchase computer and related
equipment annually from Dell Marketing, L.P. with a total cost greater than or equal to
$45,000, under a purchasing agreement publicly bid by NASPO ValuePoint through the
term of the contract;
2. Authorize and delegates to the City Manager authority to amend and extend the
agreement to coincide with Dell Marketing, L.P.’s renewal of the NASPO ValuePoint
contract.
{Signatures on the following page}
228
Attachment 1
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 15th day of August 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
Mayor
ATTEST:
_______________________________________
City Clerk
229
Attachment 2
Exhibit A to the Resolution
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STATE OF MINNESOTA
Office of State Procurement
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
Voice: 651.296.2600
Fax: 651.297.3996
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
May 7, 2021
Alyssa Sayles
Dell Marketing L.P.
One Dell Way
Mailstop RR1-33 Legal
Round Rock, TX 78682
Dear Ms. Sayles:
Please find enclosed Amendment 3 to NASPO Master Agreement No. MNWNC-108 for you to complete and return.
Using the DocuSign process, please have the attached document(s) signed
and routed for the State’s execution by May 14, 2021.
A current certificate of insurance from your insurer, in the amounts called for in the contract, is required now to
complete the contract document. The insurance requirements are attached for your convenience. Please have your
insurance provider send a copy of the COI electronically to Elizabeth Randa at Elizabeth.Randa@state.mn.us. No
contract document will be executed with your company until the COI has been received and approved.
If the Amendment is not properly executed it will be returned to you. Upon receipt of the properly executed document,
and after signatures are obtained from the appropriate State authorities, a copy of the completed Amendment will be
sent to your company.
If you have any questions, please feel free to contact me.
Sincerely,
Andy Doran
IT Acquisitions Supervisor
Enclosure(s)
cc: Pamela Kunhart
DocuSign Envelope ID: EAC889CC-0F07-480E-AB62-8DFA4A153228
268
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 3 to NASPO Master Agreement MNWNC-108
AMENDMENT NO. 3 TO NASPO MASTER AGREEMENT NO. MNWNC-108
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and Dell Marketing L.P., One Dell Way, Mailstop RR1-33 Legal, Round Rock, TX 78682 (“Contractor” or
“Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-108, April
15, 2015, through July 31, 2021 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1. That NASPO Master Agreement No. MNWNC-108 is extended through July 31, 2022, at the same prices, terms, and
conditions.
This Amendment is effective beginning August 1, 2021, or upon the date that the final required signatures are obtained,
whichever occurs later, and shall remain in effect through contract expiration, or until the Contract is canceled,
whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1. Dell Marketing L.P.
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2. Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3. Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: EAC889CC-0F07-480E-AB62-8DFA4A153228
Contract Administrator
5/10/2021
Alyssa Sayles
5/14/2021
5/14/2021
269
STATE OF MINNESOTA
Office of State Procurement
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
Voice: 651.296.2600
Fax: 651.297.3996
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
May 12, 2022
Renee Brand
Dell Marketing L.P.
One Dell Way
Mailstop RR1-33 Legal
Round Rock, TX 78682
Dear Ms. Brand:
Amendment No. 4 to NASPO Master Agreement No. MNWNC-108 is enclosed for you to complete and return.
Using the DocuSign process, please have the attached document(s) signed
and routed for the State’s execution by May 20, 2022.
If the Amendment is not properly executed it will be returned to you. Upon receipt of the properly executed document,
and after signatures are obtained from the appropriate State authorities, a copy of the completed Amendment will be
sent to your company.
If you have any questions, please feel free to contact me.
Sincerely,
Andy Doran
IT Acquisitions Supervisor
Enclosure(s)
cc: Cyndi Radel
Greg Garritty
Mike Hendrix
DocuSign Envelope ID: 3299F8E0-2A57-4746-A209-8989619C2878
270
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 4 to NASPO Master Agreement MNWNC-108
AMENDMENT NO. 4 TO NASPO MASTER AGREEMENT NO. MNWNC-108
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and Dell Marketing L.P., One Dell Way, Mailstop RR1-33 Legal, Round Rock, TX 78682 (“Contractor” or
“Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-108, April
15, 2015, through July 31, 2022 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1. That NASPO Master Agreement No. MNWNC-108 is extended through February 28, 2023, at the same prices, terms,
and conditions.
This Amendment is effective beginning August 1, 2022, or upon the date that the final required signatures are obtained,
whichever occurs later, and shall remain in effect through contract expiration, or until the Contract is canceled,
whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1. Dell Marketing L.P.
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2. Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3. Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: 3299F8E0-2A57-4746-A209-8989619C2878
5/26/2022
Contract Administrator
Alyssa Sayles
5/26/2022
5/26/2022
271
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 5 to NASPO Master Agreement MNWNC-108
AMENDMENT NO. 5 TO NASPO MASTER AGREEMENT NO. MNWNC-108
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and Dell Marketing L.P., One Dell Way, Mailstop RR1-33 Legal, Round Rock, TX 78682 (“Contractor” or
“Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-108, April
1, 2015, through February 28, 2023 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1.That NASPO Master Agreement No. MNWNC-108 is extended through July 31, 2023, at the same prices, terms, and
conditions.
This Amendment is effective upon the date that the final required signatures are obtained, and shall remain in effect
through contract expiration, or until the Contract is canceled, whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1.Dell Marketing L.P.
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2.Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3.Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: A1131CC0-2CC4-4271-AFF0-B574CFFD18AE
1/10/2023
ParaLegal Advisor
Katherine Castillo 2/1/2023
2/1/2023
272
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 5 to NASPO Master Agreement MNWNC-109
AMENDMENT NO. 5 TO NASPO MASTER AGREEMENT NO. MNWNC-109
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and EMC Corporation, 176 South Street, Hopkinton, MA 01748 (“Contractor” or “Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-109, April
1, 2015, through February 28, 2023 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1.That NASPO Master Agreement No. MNWNC-109 is extended through July 31, 2023, at the same prices, terms, and
conditions.
This Amendment is effective upon the date that the final required signatures are obtained, and shall remain in effect
through contract expiration, or until the Contract is canceled, whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1.EMC Corporation
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2.Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3.Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: A1131CC0-2CC4-4271-AFF0-B574CFFD18AE
1/10/2023
ParaLegal Advisor
Katherine Castillo 2/1/2023
2/1/2023
273
STATE OF MINNESOTA
Office of State Procurement
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
Voice: 651.296.2600
Fax: 651.297.3996
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
June 13, 2023
Ashley Salinas
Dell Marketing L.P.
One Dell Way
Mailstop RR1-33 Legal
Round Rock, TX 78682
Dear Ms. Salinas:
Enclosed for you to complete and return is Amendment No. 6 to NASPO Master Agreement No. MNWNC-108.
Using the DocuSign process, please have the attached document(s) signed
and routed for the State’s execution by June 15, 2023.
If the Amendment is not properly executed it will be returned to you. Upon receipt of the properly executed document,
and after signatures are obtained from the appropriate State authorities, a copy of the completed Amendment will be
sent to your company.
If you have any questions, please feel free to contact me.
Sincerely,
Andy Doran
IT Acquisitions Supervisor
Enclosure(s)
DocuSign Envelope ID: DCBDB787-8097-4E3E-8079-7AA549093A71
274
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 6 to NASPO Master Agreement MNWNC-108
AMENDMENT NO. 6 TO NASPO MASTER AGREEMENT NO. MNWNC-108
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and Dell Marketing L.P., One Dell Way, Mailstop RR1-33 Legal, Round Rock, TX 78682 (“Contractor” or
“Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-108, April
1, 2015, through July 31, 2023 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1. That NASPO Master Agreement No. MNWNC-108 is extended through October 31, 2023, at the same prices, terms,
and conditions.
This Amendment is effective upon the date that the final required signatures are obtained, and shall remain in effect
through contract expiration, or until the Contract is canceled, whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1. Dell Marketing L.P.
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2. Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3. Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: DCBDB787-8097-4E3E-8079-7AA549093A71
ParaLegal Advisor
6/13/2023
Katherine Castillo
6/13/2023
6/13/2023
275
STATE OF MINNESOTA
Office of State Procurement
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
Voice: 651.296.2600
Fax: 651.297.3996
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
June 13, 2023
Jennifer Sherman
EMC Corporation
176 South Street
Hopkinton, MA 01748
Dear Ms. Sherman:
Enclosed for you to complete and return is Amendment No. 6 to NASPO Master Agreement No. MNWNC-109.
Using the DocuSign process, please have the attached document(s) signed
and routed for the State’s execution by June 15, 2023.
If the Amendment is not properly executed it will be returned to you. Upon receipt of the properly executed document,
and after signatures are obtained from the appropriate State authorities, a copy of the completed Amendment will be
sent to your company.
If you have any questions, please feel free to contact me.
Sincerely,
Andy Doran
IT Acquisitions Supervisor
Enclosure(s)
DocuSign Envelope ID: A27DB0F4-2F81-49A8-B4C4-D88CFF835C12
276
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529
Amendment No. 65 to NASPO Master Agreement MNWNC-109
AMENDMENT NO. 6 TO NASPO MASTER AGREEMENT NO. MNWNC-109
THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration
(“State”), and EMC Corporation, 176 South Street, Hopkinton, MA 01748 (“Contractor” or “Contract Vendor”).
WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-109, April
1, 2015, through July 31, 2023 (“Contract”), to provide Computer Equipment, Peripherals & Related Services; and
WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn.
Stat. § 16C.03, subd. 16, the authority to amend contracts; and
WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual
agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract.
NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:
1. That NASPO Master Agreement No. MNWNC-109 is extended through October 31, 2023, at the same prices, terms,
and conditions.
This Amendment is effective upon the date that the final required signatures are obtained, and shall remain in effect
through contract expiration, or until the Contract is canceled, whichever occurs first.
Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and
remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby.
1. EMC Corporation
The Contractor certifies that the appropriate person(s) have
executed this Amendment on behalf of the Contractor as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:
Signature
Printed Name
Title:
Date:
By:
Signature
Printed Name
Title:
Date:
2. Office of State Procurement
In accordance with Minn. Stat. § 16C.03, subd. 3.
By:
Title: Acquisition Management Specialist
Date:
3. Commissioner of Administration
Or delegated representative.
By:
Date:
DocuSign Envelope ID: A27DB0F4-2F81-49A8-B4C4-D88CFF835C12
ParaLegal Advisor
Katherine Castillo
6/13/2023
6/13/2023
6/13/2023
277