Loading...
HomeMy WebLinkAbout161-15 RESOLUTIONo4..FAYETTF 1 Y L+ M RQe ` pkA N5P 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 161-16 File Number: 2015-0358 BID NO. 15-50 FUTURE LINK OF ILLINOIS, INC.: A RESOLUTION TO AWARD BID NO. 15-50 AND AUTHORIZE THE PURCHASE OF SEVENTEEN (17) MOBILE COMPUTER SYSTEMS FROM FUTURE LINK OF ILLINOIS, INC. IN THE AMOUNT OF $80,556.50 FOR USE BY THE FIRE DEPARTMENT, TO AUTHORIZE THE PURCHASE OF ADDITIONAL MOBILE COMPUTER SYSTEMS AS NEEDED THROUGH DECEMBER 31, 2015 IN AN AMOUNT NOT TO EXCEED $17,000.00, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid No. 15- 50 and authorizes the purchase of seventeen (17) mobile computer systems from Future Link of Illinois, Inc. in the amount of $80,556.60 for use by the Fire Department and further authorizes the purchase of additional mobile computer systems as needed through December 31, 2015 in an amount not to exceed $17,000.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 9/15/2015 r- ���twrtrrrtri� FAYETTEVILLE;'�� Attest: w �..9 G3 .•11 h 'S9c5''• �kA NSA . •' �. IG TO / 1111111 to Sondra E. Smith, City Clerk Treasurer Page 1 Printed on 9/96116 City of Fayetteville, Arkansas 113esti oust i Street Faev2701 (479) 575-8323 Text File File Number: 2016-0358 Agenda Date: 9/15/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 6 BID NO. 15-50 FUTURE LINK OF ILLINOIS, INC.: A RESOLUTION TO AWARD BID NO. 15-50 AND AUTHORIZE THE PURCHASE OF SEVENTEEN (17) MOBILE COMPUTER SYSTEMS FROM FUTURE LINK OF ILLINOIS, INC. IN THE AMOUNT OF $80,556.50 FOR USE BY THE FIRE DEPARTMENT, TO AUTHORIZE THE PURCHASE OF ADDITIONAL MOBILE COMPUTER SYSTEMS AS NEEDED THROUGH DECEMBER 31, 2015 IN AN AMOUNT NOT TO EXCEED $17,000.00, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid No. 15-50 and authorizes the purchase of seventeen (17) mobile computer systems from Future Link of Illinois, Inc. in the amount of $80,556.60 for use by the Fire Department and further authorizes the purchase of additional mobile computer systems as needed through December 31, 2015 in an amount not to exceed $17,000.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City of Fayetteville, Arkansas Page 7 Printed on 9!9812015 Keith Macedo Submitted By City of Fayetteville Staff Review Form Legistar File ID 9/15/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/28/2015 Information Technology/ Finance & Internal Services Department Submitted Date Division / Department Action Recommendation: A RESOLUTION TO AWARD BID 15-50, MOBILE DATA TERMINALS TO FUTURE LINK OF ILLINOIS, INC. FOR AN INITIAL PURCHASE OF SEVENTEEN (17) MOBILE COMPUTER SYSTEMS FOR USE IN FIRE DEPARTMENT VEHICLES, IN THE AMOUNT OF $80,556.50, AND TO APPROVE A BUDGET ADJUSTMENT. STAFF ALSO REQUESTS PERMISSION TO PURCHASE ADDITIONAL QUANTITIES FROM BID 15-50, AS NEEDED THROUGH 12/31/2015, BASED ON UNIT PRICING AND AVAILABLE BUDGET FOR THE FIRE AND POLICE DEPARTMENTS, IN AN AMOUNT NOT TO EXCEED $17,000. 4470.9470.5210.00 Account Number 14009.3100 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Budget Impact: Sales Tax Capital Improvements Fund 14009 - Police Records Mgt System Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 1,324,569.00 $ 1,300,602.42 23,966.55 $ 80,556.50 $ 80,557.00 $ 23,967:08 V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF Tay. Ell L CITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF SEPTEMBER 15, 2015 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Keith Macedo, Information Technology Director ka Brad Fulmer, Infrastructure Manager DATE: August 25, 2015 SUBJECT: Resolution to approve the purchase of seventeen (17) Mobile Computer Systems for the Fire Department related to the Public Safety upgrade project. RECOMMENDATION: Staff recommends awarding Bid 15-50, Mobile Data Terminals to Future Link of Illinois, Inc. for an initial purchase of seventeen (17) mobile computer systems for use in Fire Department vehicles, in the amount of $80,556.50, and to approve a budget adjustment. Staff also requests permission to purchase additional quantities from Bid 15-50, as needed through 12/3112015, based on unit pricing and available budget for the Fire and Police Departments, in an amount not to exceed $17,000. BACKGROUND: The Fire Department currently utilizes consumer grade mobile computer tablets in their Fire apparatus and command vehicles. Fire utilizes their mobile computer tablets to access our Computer Aided Dispatch (CAD), Records Management System (RMS), and our Automatic Vehicle Location (AVL) applications. As part of our proposed Public Safety System upgrade New World Systems has recommended that we upgrade our Fire mobile computers to a more robust product. Staff has reported an increase in problems related to their existing tablets, so this request will address current computer issues and adequately support our new Public Safety System. Staff is recommending the Datalux Tracer mobile computers system, purchased through Future Link of Illinois, Inc., since this is the same computer systems that the Police Department has used since 2014. DISCUSSION: The Police Department has been pleased with the performance and durability of the Datalux Tracer computers so staff is recommending the Fire Department purchase the same equipment. City staff developed bid specifications based upon the Police department mobile computers and advertised the bid on August 8. Bids were opened on August 25, with Future Link of Illinois, Inc. submitting the lowest bid that met bid specifications. BUDGET/STAFF IMPACT: The funds for this project are available in the 2015 Capital Improvements Plan (CIP) budget. ATTACHMENTS: Staff Review Form, Bid 15-50, Purchase Request, Budget Adjustment Mailing Address: 113 W. Mountain Street www.fayetteville-argov Fayetteville, AR 72701 CITY OF a '�ttevtlle ARKANSAS City of Fayetteville, Arkansas Purchasing Division OFFICIAL BiD TABULATION Bid 15-50, Mobile Data Terminals Tuesday, August 25, 2015, before 2;00 PM Local Time Fuuirn Link of Illinois, Inc. GCM Computers, Inc. - Option 1 GCM Computers, Inc - Optivn 2 Reward rechnvlogi Solutions Mobile pate Terminal 17 x $ 4,522,22 $ 73,100.05 S 4.996•M $ aa,915.00 $ 3,995.00 $ 67,915.0 S 5,33.05 S 90,31W 5 x :$ ,.. - 307S]P ..: S .. Lscpj* .5 - 355.02 S. ' 18f5G0 $ 355Co. y.5.' ..: : X1:875.06 . S, X7000.: $ 16.0•W Total Base Bid $74,121)2.115 S 86,740.00 .t.rn.fn cfarrr. Daro911, doe: mtmnr S 69,740.00 nbnufvc[urer. ourv9I7, darr r+ol rnrrr $ 02, 14Lpp Nalrr/9rd tkcepMnu: IRwofccLwrr, Lhlc5.n T-5 rtr•Yn;nurn fAepftin+05th {Z76A7cr QrmKf 1-k—SpP !Xat" J3.7 Gk3 W Ore W CPUJ. T-- 1Nnn crvr.r: OvtvAr. TYWK CWJ srrd/kdJ. 'NU1 R:E: Did award is contingent. upon vendor meeting minimum specifications and formaI authofxatiun by City officials. CER11HE0: 4 1 [ P. Vice, purchasing M3rI1ger CITY OF 1 a ► L City of Fayetteville, Arkansas Purchasing Division --- Room 306 113 W. Mountain St. Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID: Bid 1550, Mobile Data Terminals DEADLINE: Tuesday, August 25 2015 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 --113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren Rennie, CPPO, CPPB, aforen fa etteville-ar. ov DATE OF ISSUE AND ADVERTISEMENT: Saturday, August S, 2015. INVITATION TO BID Bid 15-50, Mobile Data Terminals No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and address of the bidder. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Future Link of Illinois, Inc. Contact Person: MartyMingl E -Mail: martyJfuturelinkit.com Business Address: 164 E. Chicago St., Suite 300 Title: President Phone: 224-523-8000 City: Elgin State: LL Signature: '7 Date City of Fayetteville, A v (/ Bid 15-50, Mobile Data Terminals Page 1 of 12 Zip: 60120 s�/ao�t s City of Fayetteville Bid 15-5g Mobile Data Terminals Bid Form — Revised Addendum 1, Issued 08/18/15 DATE REQUIRED AS A COMPLETE UNIT: Delivery shall be made within 60 calendar days from date of received Purchase Order. F,O.B—City of Fayetteville, Information Technology Department, 113W Mountain St, Fayetteville, AR 72701 ALL QUANTITIES ARE ESTIMATES ONLY AND ARE SUBJECT TO CHANGE TOTAL BASE BID: $_7 2T o®_ on PLEASE SPECIFY FOR UNIT(S) BID: ITEM #1: MANUFACTURER MODEL: i5 ITEM #2: MANUFACTURER O u MODEL: Cow uhc - 3G-7 1 Bids shall be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. The City intends on awarding this bid to a single vendor. THIS BID FORM CONTINUES ON NEXT PAGE City of Fayetteville, AR Bidder: Bid 15-50, Addendum 1 Page 2]4 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain -Fayetteville, AR 72701 EXECUTION OF BID - Actual specification of anydeficient item shall be noted on the bid sheet or separate attachment. If speclfcations of item bid differ from proyided literature, deviation shall be documented and certified by the manufacturer as a regular production option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and -will comply with all specifications and requirements for delivery, documentation and support as specified herein. 4. 1, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true. 5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): 7. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926— Subpart P — Excavations. a. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. b. Your signature below certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. THIS BID FORM CONTINUES ON NEXT PAGE City of Fayetteville, AR Bid 15-50, Addendum 1 Bidder: PaRe314 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 Uhsigned bids Will be rejected. Items hiarked * are Mandator/ for cohsideratlon. *NAME OF FIRM: r'v-IUre, Lk Purchase Order/Payments shall be issued to this name *D/B/A or Gorporation Name 1'uh 1( - Lri Ic o .-il i aid *BUSINESS ADDRESS: 1lI St1 Sv e 3O6 *CITY: /5i4 *STATE: 1TL *ZIP: 6Ol 2 *PHONE: D�QL-5r 3"FAX: *E=MAIL- *BY: (PRINTED NAME) *AUTHORIZED SIGNAT *TITLE: PC6514e-ill *DUNS NUMBER: S 3 2 C ! CAGE NUMBER: *TAX ID NUMBER: 75 4 30 D Acknowledge Addendums: At Addendum No. I Dated: �1/1SAcknowledged by: Addendum No. Dated: Acknowledged by: Addendum No. Dated: Acknowledged by: Addendum No. Dated: Acknowledged by: City of Fayetteville, AR Bid I5 -5G, Addendum 1 Page 414 Telecommunications Device for the Deaf TOO {474) 521-1316 113 West Mountain - fayetteville, AR 72701 NN Tracer T5 Mobile Computing Solutions Keyboard Features Tracer T5 Features Universal Mount ■ 5th generation All -In -One ■ Positions display screen front computer contains display and and center to keep officer's computer to take up less space attention forward and not off in today's smaller vehicles. to side • Swings open to access radio • Viewable for driver and passenger • Does Not Restrict passenger seat area ■ Sunlight readable 5 wire resistive Touch screen with LED backlighting ■ Fully dimmable screen with front panel controls featuring "Instant Off" • Removable shock mounted hard disk drive or optional Solid State drive • High resolution display with full screen full motion video ■ DisplayPort, convertible to HDMI, DVI-and Analog output for 2"d monitor ■ Tilts and swivels for driver or passenger typing comfort • Detached from monitor for flexibility when typing • One hand removable • Industry exclusive Steering Wheel Mountable construction Options • Integrated 802.11 a/b/g/n WIFi • Bluetooth V2.0 • Extended performance HDD for low temperature operation (-20°) ■ Solid state drives available ■ Integrated GPS ills 0P.M.A04 ! W%04 D.1+ ■H 14jr_-IlA The Tracer T-5 is the 5th generation of Datalux's public safety proven mobile computers. The system features a second generation Intel® CoreTM i5 or Core' i7 processor, a space -saving all -in -one design and the industry's only steering wheel mounted keyboard. Designed to enhance mission capabilities, it provides the ergonomics and the processing power officers need in today's demanding mobile computing environments. The Tracerl 5 computer offers the speed for optimizing performance of peripheral equipment while maximizing the limited space available in today's fully equipped downsized police vehicles. Tracer T5 Technical Specifications CPU: Intel® CoreTM i5 (2.3GHz Clock, 2.9GHz Max) or CoreTM i7 (2.7GHz Clock, 3.4GHz Max) SYSTEM. MEMORY: 2GB DDR3 DRAM standard, upgradeable to 8GB DATA STORAGE: 320 GB. minimum HDD (standard duty), removable, Optional. severe duty 100 GB HDD or 240GB SSD SOUND c Internal Stereo Speakers, Bohm, amplified two configurable 1/8" miniphone jacks PORTS: Six USB, Type A receptacles, USB 2.0 compliant, one serial, RS -232, 9 -pin mini -DIN, one ExpressCard Socket LANTwo standard 10/100/1000.BaseT Ethernet,, :- RJ-45 PCI EXPANSION: Two PCI express minicard slots, (cards; must be installedatfactory). .' VIDEO: Intel' HD Graphics 3000 up to 1.70 GB video memory, DisplayPort output, convertible to VGA, DVI or HDMI (w/ adapters), Color Active Matrix, 12.1" diagonal, 1024x768 XGA resolution TOUCH SCREEN: 5 -wire resistive OPERATING SYSTEM: Microsoft® Windows® 7 Service and Su ort - Dataftfx Cor oration, 155 Aviation Drive, Winchester VA 22602 1-800-DATALUX Acceptance: NolwAhstanding any inconsistent or additional farms, which my be contained In any purchase order of any or the buyer's other forms or documents, Dotal" Corporation's customer acknowledgement as an acceptance Is expressly candiiioned upon buy al's agreement in the tense and conditions herein. The terms and candhtiara. warranties, and provisions contained herein am appllosbin only is krdivlduao and enatiea that have purchased directly from Dated" Corporation. if your Detalux product was purchased hour someone of her than Defalux such as a diah$butor or rsoilerlOEM, you should look to Thal cumpasy lathe applicable terms and condithean, warranties, and other provisions, I. INSPECTION OF PRODUCT UPON RECEIPT. Product musi be examined kranedietey upon defcery, and if any padreges aredamaged or mhssing, Buyer must ihrmredteley gWe written rwticeto tha carrier. In Ire eyartt that any Product or a pomtlon therenr b a mhlg a defective, Buyer must netlfy Datalux Customer Suupad wlhln thirty (30) days from The data of ntrlpmant of Prodact, otherwise the Produclswii be deemed to have been accepted by Buyer. Any notice of rejection must also specify the root on(s) why plc pmduc Is being rejected. 2. PRICES; TAXES. The price Of the Product is stated on the brooks that accompanlee the Product. Prices and Cotftguraticns are subject to change without notice or obgation. Unless otherwise specyied in will all prices are FOB point of origin. Prices do nor Include any exal'ng or future taxes, tarlffa, thee. dudes, no cuslorme charges applicableln the Product sold under this agreement. Buyer shag pay any safes, use, excise ordtmllar lax attrlburable In the sale of Me goods covered hereby, or shall provide Snlar wilh tax neamptiell certllkatee aooaptablelo the taodig authotifoee. Pikes also do not include freight, insurance and other emenses that are the msponaibiiy or Buyer under this Agreement. S. 'TERMS OF PAYMENT, payment to Detalue shall he mode In the currency invoiced (a) In Imrnadletey available funds; (b) by an Irrevocable letter of credit tensed or confirmed bye bank approved by Datalux and under terms and conditions aceeplable to Datalux; (a) on their credhlerms ecCeplable to dotal". Letters of Credit shall permit transship men[, partial shipment and partial payment. Al collection casts shat be borne by Beyer. Until payment has hear received by Datalux, or satisfactory payment terms agreed to Oalolux, Buyer's order strait not be scheduled for production of shipment, and Buyeradeloy in anartgitg payment or payment i terms will delay the shipment data. 4. INTEREST. Dalai" reserves the rghl to charge interest on any overdue balance in respects Product supplied by Data lux at such rates as may be Itxad by Dalalux From time to time, which shall not in any event exceed the maximum allowed by law. S. TITLE , pSLIt?ERY & TRANSPORTATION. All goods shipped are FOB paint of origin. Risk of foss of all goods shall pass upon Scllefs dsilvery IX goods to carrier. Buyer eball pay alt freight, handling, delivery, special packing and insurance charges for shipment of goods. Choice of caner and shippiry melhod and collie shall be at election of Catalog. Al ship dales are approximate are[ Delalux shall not be gable te Buyer for fahljre10 ship within a spedfled thee. S, COPYRIGHT$ AND TRADEMARKS. Dalai" Corporator isths sole and exduarwe owner of the name "Detalur Corpoatton" including ally ahhraeiaYums thereof and clasp and all Dalai" trademarks and ltnde narlas, bade logos and trade dress appearing on, affixed to or described in the Pruduels (collectively the "Tredemnrks). Buyer gequlree no rights to the Trademarks hereunder. 7- SOFTWARE, Buyeraoimowledgen that the Products may include Datakrx or third party voftwafe products pha'Pmuyrams7• Buyer agreos to comply with the leans and candiliona of MMY epplcahk endaiser license egreemertt& and hi at cases whore Programs have been predoed sd on the Products. Buyer accepts the terrrte and conditions or the erdwser Scene agreemerris by turning the system an. S. GOVERNING LAW AND LANGUAGE. The lams of the Plato or Virginia shall govern this Agreement slihout giyisg effect to the canfilo of laws, rules thereof. The United Nations Converelon on Contracts for Inlwmelional Sate or Goods shed not apply to this Agreemeet in any rasped. Title Agreement is in the English language tidy. welch shall be con rolhrrg in at respects. 9- APPLICABLE FORUM. Any clans action arising hereunder shall be brought sdey and exdueivay m a cmtsl of compelenl junsdtctl n boosted in Iha Qelmtotrwaaeh em Virginia. The parties hereto v,aive all objections and defenses to the pur6Nollon and venue of such courts, including but not limted I0 forum toll Gtnvenisns. 10, COMPLIANCE WITH LAWS AND REGULATIONS, euyer shall at ail times Comply with of applicable laws, rut's and regumhans OF the Untied Steles and of the Territory. In particular, Buyer oilrees To compy wih export laws and reguetone of the Govemrnenis of the United Slaiee and the Territory, and to obtain any ioenses required for export of ie-ezpmt. Buyer agrees (f) not to reexport any Products, inefudhig Programs, orany direct products thereof ydtham first obtaining Flalatax approval and, if required, the permission attire U.S. Department of Commerce or State, either in witting or as prnte1ed by an applicable regulation an a0 not to transact busmesa with arty person ortam Idenlrred by the U.S. Departments of Corrrnem& or Treasury as being denied the tight to mcehre arty US. predant. 11. LIMITATION OF LIABIUTY. Any Ilahliy of Dutch's underthts Agreement la expressly Crated Is the pens paid by Buyer for the Pmducls that are like subject of a dispute oraenlrovarsf. BnYar'e sale remedy egeiir t Data[" in any dispute or controversy concerning his Agreomaut shall be to each recovery of Iha foregoing amount, upon the payment of which Dalalwt shat be released from and discharged of al lurlherottigotions and Ilabalty to Buyer. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR SPECIAL, EXEMPLARY, CONSEQUENTIAL, INCIDENTAL OR INDLRECT DAMAGES, INCLUDING, BUT NOT LIMITED TO, LOSS OF ti TICiPATED PROFITS OR ECONOMIC LOSS. EVEN IF THE OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LASS OR DAMAGE. 12. FORCE h1AJEURE, Dalalux shall rat be responelble, forany reture to perform due to causes beyond is control, including and without kmlativa ores; Floods; esfthpuake: explosions; ecekierts; acts of public enemy; wars: rebellions; hisurrnelsri : sabotage: epidemics: [luaranikre restrictions; labor disputes; labor shariageni transportal her embargoes erfallures or delays in tranapuetutlon: inability to secure raw materials or esdtnefy for the manufacture elite products; ads of God: acts Of any governrrrent or any agency thereof (Including denials or oneroas restrirtons en required export licernsed) and judmlaI actions. 13, GENERAL PROVISIONS. This Agreement may not be assigned by Buyer without [he priorwiMen consent or Detalux. IFany prevision orthis Agreement shall be declared void, Invaid, Or Illegal, the varld Ay or legalhy of any other provision and Of the enureAgreement shat[ nor be effected thereby. The parties shalt negotiate in good faith to replace any Such Irwagd or ilegal provision with a rietid and legal substitute pmyhsicn that is as Slmiar10 the orlglanl es posslhtr. No mod, luation of Ihto Agraemant shall be binding upon the parties hereto, or either of them, unless such modillcalion shall be in wriling @rid signed bye dub,' authorized representative of both portion. The relationship between Delalutr and Buyer under this Agreerrrenl Is that of cellar and buyer. Buyer mall be desired et at&nos to he an tndapefdent cortractorartd nothing contained herein shall be deemed to meats the relationship of employer and employee. Frenchheee, master or servant. partnership, joint venture or simaar relationship between the pettlee hereto. times independent conlreclor, Buyer shall nor have any rgthl or allmdrtly to o<eala any obligation of any kind, express or implied, ci the name of a on account of Dalai" or to hold itself out at an cuiltailced distributor of Otulahit. .14. WARRANT1ES; DISCLAildER OF WARRANTIES. The foloaMg warmrtdfas for the pmcuvuts are in tee scat other eoncit6ns or warrantlao, mdralher express, dnpttd or am[r+Iory, Ahcludkmg but not lSMted too any lrepRed conditions or waiTaefies of mveharrtabtf'y w f loess for a padlcumrpwpnsa endOf any ether cnndufbrr of warradty oORjalfoll on the part of Oahtkfx or d"8 kosasola, eunuch mm hereby dfscladnedd Dotal" warrants to the original purchaser that this hardware, excluding items such as Software, disks and related doutmentatlon, will be Rea from defects in material andlor workmanship during the warranty period which begins on the date of s hipment by Datalux to Buyer. Pulpy Zinn warranty period, Detelux will covrect any dafads in malarial or wvrknmanshlp, or any failure of the hardware system la conform to aposifinalion, at no charge for to -house labor and materials. Shhpphmg costa must be prepaid by the Buyer, and Detalux will be fesporrslole for returning the product to the customer at Ills Original purchase location. Arty reptacemmnat partefpraduds shall be bmw oreervlceably used, and are wamanlud for the remainder of the original warranty or ninety (90) days from the date of shipment, whichever S longer. This warranty period is not extended es a resat of purchasing any adddloml patte/preducls from us or upgrading your Delaluu computer. Buyer must promptly notify Datelux in wilting (coral and fax comnurinuahinn is acceptable) If there is a defect ri material or workmanship. Writes notice ht all events maul he reoeleed by Datak+x before, elrpiratbo of the warranty period. This warranty Is not tmerednrahia. Any warranty (and wertanty cervical in third parties, inducing end•unars, aural be the respwablil y of the Buyer. Buyer shall not make any represenlatton, guaranlx or warranty on behalf of Datatux or Its ttoansors to any third party orend'nsels. This wraranly may be superseded by individual producticonlraot warranty - This limited warranty has apetEe exolusfdas, as shove[ In this document enderthe heading "Mat Is NOT covered by The Limlad Warranty' New Producle carry the hollowing limited warranty term, which begins wean the product is s hipped from Datalux; • TRACER alI-inb no computer. TRACER keyboard and Daialdx mounting syalema — Three (3) years r IPIX all-in•onocomputar ayslsrns (purchased after March 1, 20O7) -Throe (3) years P,nverPack sealed load acted battery epeteme-Core (1) Year • VMeoDataBrck and Datatxlek Computer Systems • One (1)Year • LCDMntrritors • Crte (1) Year • Spruce Saver Keyboards -One (1) Year • Batteries (Inlemah for any product —One (1) year for new product; Ne,eiy (90) days for replacements. Warranties an cotnpsler systems {TRACER, IPi) VideoDataBriok and QataBrick Computers includes standard internal options and upgrades (e.g., memory, hard drives, touch acieerns, wireless cards). www.datalux.com I .� w�w..asJhr Service and Support - Da&alux Corporation, 155 Aviation Drive, Winchester VA 22602 1.600-DATALUX JlFlri-i a-yn PP batalux may offer an extended warranty for purchase for specific products, usages, and under apecllir larms. Datalux provides an extended warranty forspanifla products as negotialed by Dataktx or authorized Datalro wpresenlalive. In some Fratanees en extended warranty may ha purchased order phase harm and conditions: DalaFux warsanla to the origkial purchaser that this hardware, excluding tams such as solNlaie, disks and rooted dowmmfflation, wig be free from defect In material andler workmanship tithe warranty period which hegira en the date of shipment by Dafalux to Buyer. During the warcanty period. Dalelux wit correct any defeats In material or wadkmanship, or any failure of the hardware system to conform to spadrrcalien, et nor charge for fn -house labor and materials. Shipping cast must be prepaid by the Buyet , and Dafalux will by responalble for Telurrring the produd to the nadomer at the original purchase location. Any replacement pedelproduds shall be new or serckeebly used, and are wvartnled for the remainder of the originalwanardy or cooly (5) days from the date of shipment. wtidchever Is longer. This waneny period Is net extended as a result at purchasing any add tonal parlwooducta from us or upgrading your Dafalux cornpuler. Buyer moat promptly notify Datufux in railing femell and fax anrenunivatlon is aecaplohlej [r tthere is a defect n material or workmanship, thirties nulice in all events must he recePred by Datahnr before expiattion of the warranty period. This warranty is not fransferultle, Any warranty (and warranty service) to third perliety irxdudhig end -users, shall be the responsibility o1 the Buyer. Buyer shall not make any reprecenlativn, guarantee or warranty on behalf of Datolue or Its licensors to any third party or end -users. This wvarranly maybe superseded by individual produeticonlract warranty. This limed warranty has specific exvlusiains, as shown in this documenl under the heading 'r&et is MOT covered by the Limited wVarranty or Limited Extended Warranty " The cast, lanes end conditions of sate far extended warranty purohases are detentrined by the sales tepresentadIve or other authorized Patelux mprasanrative. Extended warranty terms must be negotiated prior to ordeitngtrecaiving the products, which will be coveted by the vrarranly, and the Hovered product must be identified by serat nambar. Extended warranties are not oltered slier the product has shipped from Dafalux, The folmvng are zpecificaly excluded and not covered by the Detalux L6rited Mrrairly or Extended Wananly • Product purchased from anyone other than Data tux or art eelhodzcd Dafalux reacher. • Software products other than those which are clearly marked by Datalux • Routno cleaning, or normal msnelk and/or mechanical wear • Oarnage from mierlsa, abuse or neglect • Damage from use outside the product's usage orstorege parameters • carnage (rear use of parts not manufactured or sold by Dataltnl • Damage from modltrallen or incorporalied Into other pfoducls • Damage from repair or repfacsmem ofwarranted parts other than by Detains • Damage to or loss of any prop reins. data or removable storage made • Damage as a result of Improper tnsmallation • Third party products pumlmned through or outside of Dafalux • Some Dafalux products include wireless network diem deticee. Theseproducts are povtded by other manufacmrerc and typiceiy adhere to various wireless network sianiteTd (e,u , IEEE 602.11 aiblg) as der umenled In the Product specificalinns. Some wireless networks utilize modifications to these standards that may uegalro vendor-specttc products for oompalihiliy. Ills the responsibility of the Shyer to verify that the wireless client will be compatible vrdtr the Boyars wAreleas network and DatOlux cannot In any way guaferltee this cempalhbilky. Produce that fat after the warranty period Will contlnue 1O be scrvked by Delalux Customer Support on a best- efod beets attire expense of the Guaramar. Older products will centin us to be repaied for rrs tarp as componenle are available and as tong as it is practically reasonable to pcdorru repairer. Before returning any oul•oinwanardy product for repair, eamaet Damalux Cuelomer Support al (86H) 611-0005, 80O-DATALIJX or (540) 682.1800 foreurrent labor rated and leas and to obtain a Return Material Authortratlon (RMA) number. Dfagnos8c fees and estimated repaircosls are quoted on an Indtvkival bads for each product, Depending on the ciram5Nnoes, rush se Nice fora peemlurn pray he available. For products not purchased dlrectty from Dafalux, contact your data het reseller. For authorized inrarruubnal distributors and service centers, please see the latest i formation on the Datatrrx wabete �02mA j tux.ceml. Thera are several ways toget help should a problem erica with your Oatntux product. Moat problems can be ached by vislttng The Techrdca[ Supped section on ourwebalta, wrnvdalulux.com, or by phone- For prududs riot purchased directly from Dafalux, the euolomer be recommended to First call their reseller or dldrt filer. 1. TROUBLESHOOTING BY TELEPHONE. Technical problems handled over the phone by ogling 1.888$11 seem. Our normal business hours era from It30 AM Is 5:00 PM Eastern Standard Time. Monday through Friday, excluding heedays. Under horrral drourilsteilces, Detelux customers vdl not be relegated to voice mal during hushress hours Vnhre mail requests made near hours v,>ll be answered within two (2) hours after the startof the next business day in the time zone from which The request came. There is no charge for telephone product support. 2. TROUBLESHOOTING FROM THE DATALUR WEBsrf%. The Datel ux wabsife provides information that may be useful in resolving teennlool problems. can he used for the meal up-fo•date service contac mforrnation, dwmlcads and fnalnldidna, and en online form for requesting RMAO. 3. TROUOLESHOOT1 NO BY EMAIL. Techntoal problems can be addressed by awed by Forwarding your question to suppoRthdatatx.00m. To repntoa an RMA number, please sand an inquiryto rnea@datalrnucom. The Dalaluk Customer Service will make every effort to respond within one (1) businesses day• DaIrlux wiskesto sews you with the most eftieent and thorough repair cervices posaibla.In order to do this we must request that you fdtowthesa few simple guidelines when returring equipmem rnderwananly, for repair or when returning demenstratlomevatualion equlpment: IF your Dalslux product was pnrehaaad from a distributor ar razatlerfOEM, first cull tine company welch sold the product la you, Repairs will be handled through this second party trdess special arrangements have been eslabrahed, If you purchased the product directly from Deletux, requesl an RMA (Return Malerials Authorfzation) using one of these methods: 1) Onlbne RIutA request format w north lalux.mm F ncomu e+ l: 2) Fax au RMA requeel to (540)723-46112. using a Datakor RAAA request form ateibble upon request; 3) Erna# lv rrnads1aiiueutoenr including ai Fields listed on the Dotallx RMA request form: 4) Calf (886) 811-0805 or (590) 082-1500 for RMA requests if main or hoc access hr unauallabt n Itformatlon needed for an RMA: model and serial number,eontact info, return aderesz, problem statement. IF you Call or email.to request an RMA, an RMA Inrmwill be faxed or entailed lapse. The form should be cornp[eled and taxed to (540) 723-4802 oremailed to rma@datafux.com. • Delelux wig a oi1n an RMA number to your request and provide the RMA number by amai[orfae. The RMA number is any good For the serial numbered (Icons on the request- . Keep your RMA request copy. You will need the RMA number to beech the slates of your repair. • Mark the outside Ofycta package with The RMA numu r. Returns rthoul RMA numbers may be subject to delayed service- Please address each box acerordingy: Dalalurr Cnrporalion RMAu , Um,Y of _ 155 Avalon Dries YVncheatef, VA22b00 Lisa original shipping materials, designed specifically for Datakux products, when returning your merchandise. If these am not sealable, Detalur can peoede theca for you of a reasonable charge to cover the box, Packing material and slhipping. Protect your imresinwrd and pack The product Very carefuty, melding sure that it Val not be damaged during shlpmsnl, Contactyour kcal shipper fogsrding incuranlee coverage, Data no recommends inari4ng your shipment ss Datatux is not ueeponsihle for damage of recaiesd goods durhlg shlpphg. In order to ensure Met your product Is property servbed and prongpty returned: • Make certain Ihat the pmdhml c clearly Identified will the RMA number on both the label and padding. • Check that the product medal and aerial number match those on the assigned RMA. • Do not Include additional Products Ndlh your RMA. Conrad Llatatux before retuming additional products, Pads may not be ova tlphle for older products and such products will be returned to the cuatonetr without being repaired, Equlprawu net curered underwarrardy wrdll be returned afterOr days if quoted repair costa are not approved by the cuolomer. When es slymanl Is returned without being repaired, a minimum labor charge to cover diagnosis and dripping may self apply. Fayetteville Bid 15-5 Notations The anticipated days until delivery is 30 days or less after receipt of order. Specification Deviation #1 of 2: Specification: "Standard Serial Port" Fact: The Data lux Tracer Model T5 does not have a 'Standard Serial Port'. Instead, it is manufactured with an RS232 9 Pin Mini DIN Circular Port. Resolution: In order to comply with the City's specification this response includes a Circular Micro D to DB9 Serial Adapter Specification Deviation #2 of 2: Specification: "Warranty shall begin on the date items are accepted by the City" Fact: The manufacturer's five year warranty begins on the date the unit is shipped. Resolution: In order to comply with the City's specifications Future Link will extend the warranty (at no additional cost) from 1,826 days to 1,833 days thus allowing the City ample time to confirm that the product meets the designated requirements and authorize "acceptance". WARRANTY: In order to comply with the "shipping to and from the City" specification Future Link will provide a PRE -PAID warranty repair shipping label upon receipt from the City of a copy of the "RMA Request Reply" issued by the manufacturer. Fu it 4 k IT . City of Fayetteville Arkansas Bid 15-50 Mobile Data Terminals This pricing remains valid through December 31, 2015 164 East Chicago St., Elgin, IL 60120 Office: (224) 523-8000 Fax: (224) 323-8058 Prepared By Marty Mingl --- MartvFutureLinklT.corn www.FutureLinkIT.com e e e 6 City of Fayetteville Information Technology Department 'Standard Terms are "Net 30" pending credit approval .Standard shipper is FedEx Ground 113 W Mountain St _ — { Fayetteville, AR 72701 TB D 1 Origin August 20, 2016 FedEx Ground I 75-3011041 I 12.1" LCD Monitor and Integrated Mobile Public Safety Data System, 2nd Generation Intel® Core T"" i7 Processor, 2.7 Ghz to 3.4 GHz, 3- Mbyte Intel" Smart Cache, 128GB SATA Removable Solid State Drive, 8GB DDR3 System Memory, Express Card Socket, Internal 8 ohm Amplified Stereo Speakers, Two Configurable 1/8" Miniphone Jacks, RS232 9 -Pin Mini DIN Serial Port with Adapter, 5 USB Type A receptacles 2.0 Compliant Ports, Video DisplayPort Output Convertible To VGA-DVI-FIDMI (with adapters), Two 10/100/1 000 Intel Gigabit RJ- 45 (with WOL) Ethernet Ports, Two PCI Express Minicard Slots (cards must be installed at factory), Color Active Matrix 1024X768 XGA Resolution, 5-WireResistive Dimmable Touchscreen, Windows@ 7 Professional Operating System (64bit). Five years plus 7 days warranty. $4,300.00 $73,100.00 17 TRACER TX -205 I T5 SSD 1 COP-KEYBD- 3GT7 Clip -On USB Backlit Keyboard With Glidepoint Trackpad. $300.00 $300.00 I j Total $4,600.00 $73,400.00 City of Fayetteville Bid 15-50, Mobile Data Terminals Bid Form DATE REQUIRED AS A COMPLETE UNIT: Delivery shall be made within 60 calendar days from date of received Purchase Order. F.O.B—City of Fayetteville, Information Technology Department, 113 W Mountain St, Fayetteville, AR 72701 ALL QUANTITIES ARE ESTIMATES ONLY AND ARE SUBJECT TO CHANGE 1✓ f St -_ F r -� sy"i T .x '" r. `� %_' �r lr_ - x f ern Description 3 an d Unit Pice Total Cast PLEASE SPECIFY FOR UNIT(S) BID: MANUFACTURER Datamx TOTAL BASE BID: O3'Ua.v MODEL: Tracer T-5 ! TX205 Bids shall be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. The City intends on awarding this bid to a single vendor. THIS BID FORM CONTINUES ON NEXT PAGE Bidder: City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 2 of 12 EXECUTION OF BID - Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation shall be documented and certified by the manufacturer as a regular production option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. 4. 1, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true. 5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 6. Bidder shall disclose any possible conflict of interest with the City o€ Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. X 1.) NO KNOWN RELATIONSHIP EXISTS 2,) RELATIONSHIP EXISTS (Please explain): 7. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926 —Subpart P —Excavations. a. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. b. Your signature below certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. THIS BID FORM CONTINUES ON NEXT9,GE City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Bidder: Page 3 of 12 Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: Future Link Purchase Order/Payments shall be issued to this name *D/B/A or Corporation Name Future Link of Illinois, Inc. *BUSINESS ADDRESS: 164 E. Chicago St., Suite 300 *CITY: Elgin *STATE: IL *ZIP: 60120 *PH0NE: 224-523-8000 *E-MAIL: marty@futnrelinkit.com *BY: (PRINTED NAME) *AUTHORIZED SIGNAT *TITLE: President *DUNS NUMBER: 845386601 FAX: CAGE NUMBER: *TAX ID NUMBER: 75-3011041 Acknowledge Addendums: Addendum No. I Dated: /) /i5 5 Acknowledged by: Addendum No. Dated: Acknowledged by: Addendum No. Dated: Acknowledged by: Addendum No. Dated: Acknowledged by: City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 4 of 12 City of Fayetteville Bid 15-50, Mobile Data Terminals General Terms and Conditions 1. SUBMISSION OF BID & BID EVALUATION: a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c, Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, REP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220 to ensure correct receipt of bidding documents IQ: to opening time and date listed on the bid form. e. Bidders must have experience in providing products and/or services of the same or similar nature. f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office. h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 5 of 12 d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. 5. COSTS INCURRED BY BIDDERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The City". b. All bidders shall promptly notify Andrea Foren Rennie, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITHORAWL OF PROPOSAL: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE PROPOSAL OR MODIFICATIONS: Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. 9. LOCAL STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 6 of 12 departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIG HT TO AUDIT, FOIA, AND J U RISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 17. PAYMENTS AND INVOICING: The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 7 of 12 notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. 18. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City 19. ASSIGNMENT, SUBCONTRACTING CORPORATE ACQUISITIONSAND OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder. intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall constitute approval for purpose of this Agreement. 20. NON-EXCLUSIVE CONTRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an- organization City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 8 of 12 that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractors) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. INTEGRITY OF BID DOCUMENTS: Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid forms} if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. OTHER GENERAL CONDITIONS: a. Bidder is presumed to be familiar with all federal,. state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on -the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax shall not be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c. Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. 30 Days d. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. e. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. f. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense City of Fayetteville, AR Bid 1S-50, Mobile Data Terminals Page 9 of 12 as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. h. NOTE: Any uncertainties shall be brought to the attention to Andrea Foren Rennie immediately via telephone (479.575.8220) or e-mail (aforen@fayetteville-ar.gov}. It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. i. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren Rennie, City of Fayetteville, Purchasing Agent via e-mail (aforen@fa etteville-ar. ov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. j. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data. k. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. I. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. 26. ATTACHMENTS TO BID DOCUMENTS: Enclosed Detailed Specifications City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 10 of 12 City of Fayetteville Bid 15-50, Mobile Data Terminals Detailed Specifications 1. GENERAL 1.1 Vendor shall complete and include this section with bid submittal. In the event the bid line specification item meets the specification provided, bidder shall indicate with a check mark, writing in "yes" or other mark clearly indicating the item bid meets the individual specification. In the event the item bid does NOT meet the specification, bidder shall write in "no" or leave the item blank indicating the item bid does not meet the specification. Bidders shall not be allowed to indicate if a specification is intended to be met after the deadline has passed. The City of Fayetteville shall not accept other literature for bid specification interpretation. 1.2 All unit(s) bid shall meet or exceed the minimum requirements or they shall be deemed incomplete and will not be considered for bid award. 1.3 All specifications written are to minimums, unless otherwise noted. 1.4 Pricing bid shall be inclusive of all items, shipping, and warranty. Bid pricing shall NOT include sales tax. Sales tax shall apply to this project but will not be considered for bid evaluation. 1.5 Award evaluation: Bids shall be evaluated and awarded all or none. 2. SPECIFICATIONS: 2.1 Units(s) bid shall be new and of the latest standard production model as offered for commercial trade. a. YES Datal ux Tracer T-5 b. YES Pricing shall remain valid through December 31, 2015. The City intends on purchasing all 17 units in a single order. The City desires to purchase additional items on an as needed basis through December 31, 2015. 3. ITEM 1 —MOBILE DATA TERMINAL: 3.1 CPU a. YES Intel Core i7 mobile processor b.YES 2.7 GhZ or greater CPU 3.2 RAM a.YES 8GBDRAM 3.3 INTERNAL STORAGE a.Yes 128 GB Solid State Hard Disk 3.4 OPERATING SYSTEM a. Yes Microsoft Windows 7 Professional City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 11 of 12 3.5 ACCESORIES a. Yes Power Connector Harness 3.6 INTERFACES a Yes 10/100/1000 Ethernet with WOL (Wake on LAN) support b. Yes Standard Serial Port See d QV ; u+ I 4. WARRANTY 4.1 Five (5) Year Warranty of Manufacturer's Standard Warranty, whichever is greater. 4.2 Warranty shall include all parts and labor for the entire extent of the warranty. 4.3 Warranty shall begin on the date items are accepted by the City. 4.4 Warranty shall include shipping to and from the City for the entire warranty period. 5. DELIVERY/DOCUMENTATION 5.1 All units shall be delivered FOB to the City of Fayetteville, Information Technology Department, 113 W Mountain St, Fayetteville, AR 72701 for compliance review and final acceptance. Delivery shall not constitute acceptance. 5.2 Deliver shall include the following documents as a minimum a, Yes_ Microsoft COA (Certificate of Authenticity) sticker for Windows 7 Professional or equal City of Fayetteville, AR Bid 15-50, Mobile Data Terminals Page 12 of 12 Bid 15-50, Addendum 1 Date: Wednesday, August 19, 2015 To: All Prospective Vendors From: Andrea Foren Rennie, CPPO, CPP B — 479.575.8220 — aforen fa etteville-ar. ov RE: Bid 15-50, Mobile Data Terminals 1. The bid form for this bid has been revised and in included with this addendum. All bidders shall use the enclosed revised bid form. 2. Item 2, "Backlit USB Keyboard" has been added to the enclosed bid form with the following specification: a. Backlit USB Keyboard with integrated touch pad b. Model COP-KEYBD-3GTl or equal c. The City intends to purchase 1 with the order of the 17 mobile data terminals. Pricing shall remain valid through December 31, 2015 as the City intends to purchase an additional 4 units. 3. The City acknowledges the request of a standard serial port. Pricing shall not include any extra adapter cable. 4. These units will be mounted within Ford F-250, Chevy Tahoe, and various Fire apparatus. 5. Bid pricing shall not include any installation services. This Addendum No. 1 consists of four pages of written documentation, inclusive of a revised bid form. Except as amended by this addendum, the requirements of the project as set forth in the original bid documents shall remain in effect. This addendum must be acknowledged in the space provided on the Bid Form. City of Fayetteville, AR Bid 15-50, Addendum 1 Page 114 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 11) m 00 ❑ 4) N y a } Q1 I-. M) N T ❑ 'O ai 0 407 407 O 47 (0 (0 � O N Q) O 47 N 0- C c.) 4— O I- 4) IL) Cl O Z 0 Z O 4) Z O O {O O ❑ ❑ N ❑ r r o N D E a 00 c 0 N o CL O c 04 O c • O Ul 3 3 Z s @ r N ❑ 'N c D. - - .. N O) m —❑ N❑ U o @ C7 LU [n _ Q O O U Q1 o o O O L 0 0 n fl E N N 0 M (LIZ 3 tf7 O 47 O p 01 C o (0 4) U O O > u m O O E U 0 y } C 0 0 0 o a o 0 0 0 0 0 y q C tti o M © Vi 0 Vi 0 to 0 64 0 64 0 64 0 FA o 40 0 u3 C1 �/ N = m � ti 69 w .. `o m w U7 u N IL ❑ U (00 41 L 0 0 0 CN Ol 7 l0 ❑ m 7 is O] 4)4) 41) N .4)11)_ U) O a3 } W Ui 3 c - a) d o m a s C z C T r G) N N 4) =4)4 A R o m 44) ai m U) U v N ,o2 V O R E "c Y n t c o U = c 'Q a m Co 4. m X m U m y �j O N ❑ ❑. O m im 0 R3 m c L o �` V E N M 4- U, 40 r- 00 m + 2 p N Q — G (( C N a 0 0 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Information Technology Adjustment Number 2015 Dept.: Finance & Internal Services Requestor: Keith Macedo BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: $80,557 is requested in the Police Records Management System projects for a contract with Futurelink. The funding will come from the Fire Department Information Technology Improvements ($80,557) project. COUNCIL DATE: 9/15/2015 LEGISTAR FILE ID#: 2015-0358 Ke fSpry e4' 8%27%2015 9:23 AM Budget Director TYPE: DESCRIPTION: Date GLDATE: RESOLUTION/ORDINANCE POSTED: TOTAL - - v.20150402 Increase/(Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub AT Account Name 4470.9470.5210.00 80,557 - 14009 3100 EX Minor Equipment 4470.9470.5801.00 (73,492) - 10017 1501 EX Fixed Assets 4470.9470.5209.00 (7,065) - 10017 1 EX Software C:\Users\dmccoy\AppData\Roaming\L5\temp\361ec40f-a253-4174-80b4-c7b5ac8be3bf 1 of I