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HomeMy WebLinkAboutResolution No 37-2019- Lease Proposal related to Dell Finanacial ServicesRESOLUTION NO.37-2019 A RESOLUTION OF THE CITY OF SOUTH BEND INDIANA BOARD OF PUBLIC WORKS RELATED TO DELL FINANCIAL SERVICES LEASE PROPOSAL/QUOTE 3000047500086.2 WHEREAS, the City of South Bend, Indiana, Board of Public Works (the "Board") is authorized to lease or purchase personal property needed by the City of South Bend, Indiana (the "City") for any public use under Indiana Code § 36-9-6-4; and WHEREAS, the Board desires to lease on behalf of the Department of Innovation & Technology for use by the City's Fire Department two (2) Dell Latitude 7212 tablets (the "Property") at a unit price of $1,900.00 each and for a total financed cost of three thousand eight hundred dollars ($3,800), as described in the proposal attached and incorporated herein as Exhibit A (the "Proposal"); and WHEREAS, to expedite the process of leasing the Property and facilitating increased productivity, the Board desires to authorize the City's Chief Information Officer or her designee (the Board's "Purchasing Agent") to effectuate the acquisition of the Property. NOW, THEREFORE, BE IT RESOLVED, by the City of South Bend, Indiana, Board of Public Works, as follows: 1. The Board hereby finds that the Property and the expedited use thereof will serve a public purpose and will be of benefit to the health or general welfare of and be in the best interest of the citizens of the City. 2. Provided that the lease agreement with Dell Financial Services ("Lease") reflects the terms of the Proposal, which are hereby approved, and the City's legal department has reviewed and approved the Lease prior to its execution, the Board's Purchasing Agent is authorized and directed to complete the acquisition of the Property by executing the Lease and any other required documentation ancillary thereto. 3. This Resolution will be in full force and effect upon its adoption by the Board. Signature Page Follows Adopted at the Regular Meeting of the City of South Bend, Indiana, Board of Public Works held on October 22, 2019 at 1308 County -City Building, 227 West Jefferson Boulevard, South Bend, Indiana 46601. CITY OF SOUTH BEND BOARD OF PC,JBL1" �IKS ----------------- Gary A. Gilot, President "I"l er ese J. Dorau, Member Elizabeth A. Maradik, Member M � ,µ...._..._ _�� �..........—. Kira O'Sullivan, Member ATTEST: id'a. Martin, Cler EXHIBIT A Dell Financial Services Lease Proposal Quote # 3000047500086.2 EWOi.L I Financial Services DELL FINANCIAL SERVICES LEASE PROPOSAL CITY OF SOUTH BEND October 3, 2019 Thank you for the opportunity to provide leasing information to you on the proposed acquisition of Dell product. Dell Financial Services (DFS) is a leasing institution fully integrated into Dell Computers' systems and operations allowing you to benefit from one stop shopping for all your hardware, software, peripherals, service, support, and financing needs. The lease quote provided below outlines only a few of the options available to you through DFS programs. If the information does not meet your needs, please let us know and we will work with you to tailor a lease program that does. Should the attached lease quote meet to your satisfaction, the next step is to issue a purchase order for the equipment, Please refer to the "Purchase Order" section and fax in your PO. Once your order(s) is entered by your Dell Hardware Representative, I will fax you the lease contract. It is the returned and signed lease contract that sends the orders into production. If you have any questions or comments, please don't hesitate to call me a512-724- 5095, Thank you for your interest in Dell Financial Services, Sincerely, Missy Totten Dell Financial Services LEASE PROGRAM.. $1 Buyout Tax Exempt Lease Purchase Total Payment Lease Term Lease Rate Lease Quote u Equipment Unit Price Qty. Amount Frequency (months) Factor Payments 3000047500086.2 1 Dell Latitude 7212 1 $1,900.00 1 2 1 $ 3,800.001 FrnniiAM 1 60 1 0.2301 l $ 874.38 END OF LEASE OPTIONS: 1 BUYOUT LEASE OPTION tion available to lessee upon cgrn letlon of the base lease term are as follows:. Exercise the option to purchase the products for 1,00, LEASE QUOTE: The Lease Quote is exclusive of interim rental, shipping costs, maintenance fees, filing fees, licensing fees, property or use taxes, insurance premiums and similar items which shall be for Lessee's account, Lessee will pay Payments and all other amounts without set-off, abatement or reduction for any reason whatsoever. Additionally, Lessee shall declare and pay all sales, use and personal property taxes to the appropriate taxing authorities, if vot+ are sales tax exempt, please fax a copy of your Exemption Certificate with the Lease Contract. PURCHASE ORDER: The Purchase Order will be made out to Dell Financial Services, One Dell Way, RR3 / MS8468, Round Rock, TX 78682. The Purchase Order will include the quote number, quantity and description of the equipment, Please be sure to indicate that the PO is for a lease order and shows the type of lease, the term length, and payment frequency. The date of the lease quote referenced should be included, Please be sure to include any applicable shipping costs as a line item„ Please include your address as the SHIP TO destination„ APPROPRIATION COVENANT: The Lease shall contain an appropriation of funds clause, The Lessee will covenant that it shall do all things legally within its power to obtain and maintain funds from which the payments may be paid and Lessee will not give priority or parity in the application of funds to any functionally similar equipment. DOCUMENTATION: Duly executed Agreement and other appropriate documents, including, opinions of counsel, UCC financing statements, audited financials and such other documentation as is reasonably requested by Lessor. PROPOSAL VALIDITY/APPROVALS: This is a proposal based upon market conditions and ,1140 fir.l.. i!0 rfd„�y,, ,, is subject to final credit approval, review of the economics of the transaction, and execution of mutually acceptable documentation. -OFFICE MEMORANDUM INTER ,°y; Information Technologies Department TO: The Board of Public Works FROM: Information Technologies Department SUBJECT: Lease of Dell Laptops for Police DATE: 10/15/19 Members of the Board - I bring to you a request to approve the creation of a PO in the amount of $4371.90 for the lease of Dell Toughbook Tablets for the Fire Department. After a PO is submitted to Dell, they will release lease paperwork. When the paperwork is received, I will submit to the City of South Bend Legal department for review and approval. I have included in my request Resolution 37-2019 for your approval. This resolution will allow the IT Department (Dan O'Connor) to sign the Dell lease documents after Legal review and approval. This will eliminate the need to bring the lease to the board for signature. After the lease term the equipment will become the property of the city with a $1.00 buyout option. Thank you for your consideration. Sue Gerlach Cc: Ben Dougherty Amy Shirk Michael Schmidt Sandra Kennedy BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 10/15/19.............................�.�........._.. Name Sue Gerlach Department IT BPW Date 10/22/19 Phone Extension 6209 __ ........_.w. ..�..........w_ __.... R_e uired Prior to Submittalto Board BPW Attorney Attorney Name Clara Daniels Dept. Attorney Attorney Name Sandra Kenned Purchasing ® Michael Schmidt; Check the A Professional Services Agreement E] Open Market Contract ❑ Bid Opening Quote Opening Proposal Opening ❑ Chg. Order, No. '' Other: Dell Lease pLoTliate ItemTyper- Requ ❑ Contract ❑ Amendment/Addendum Bid Award F] Quote Award ❑ C/O & PCA No. ❑ Traffic Control Required Information or All Submissions L Proposal ❑] Special Purchase, QPA ❑I Req. to Advertise Reject Bids/Quotes �] PCA Resolution Ease./Encroach ❑ Title Sheet Company or Vendor Name Dell ❑ Yes❑ If Yes Approved by Purchasing New Vendor ® No MBE MBE/WBE Contractor ❑ WBE Completed E-Verify Form Attached Nos Project Name Dell Lease �. ......................... ----- Project Number N/A Funding Source Capital Lease Proceeds ............ .....-- Account No. Prin. 279-0672-415-38.01 Int. 279-0672-415-38.02 Amount — _........................ ................. --.................... _......,_..................... $4371.90 Terms of Contract $874.36/Annually for 5 years Purpose/Description Additional tablets for Fire tow.use ares when equ F equipment is down. For Change Orders Only��........m... Amount of El Increase $ 0 Decrease$ ) Previous Amount $ Increase % ..............................%).............................................................................�--— -.. Current Percent of Change: Decrease( New Amount $ .... ..........�� _� .................. ... __�. �...,,___.._.. Increase e % Total Percent of Change: Decrease ( %) Time Extension Amount: .. New Completion Date: ................ ....... . __ .........w _ .