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RES 2002-0298 - Bid from Midland Computers for Microsfot Backoffice Cor cliient access licenses _ 033 °NIAHA.ly��' i� 4 r C E Y ._... L•i &`40 4 1� s; omaha 4p public library � i'c'?` 02 JAN 2 P ' 3: 35 T,®z' i � � Ronald R.Heezen,Ph.D. '" Library Director 9A ti ° � CITY CLE:',K .'ED FEBr� R� OMAHA, N R ;;K. Verda H.Bialac City of Omaha Assistant Director Mike Fahey,Mayor 215 South 15th Street Honorable President Omaha,Nebraska 68102-1629 (402)444-4800 Fax: (402)444-4504 and members of the City Council www.omaha.lib.ne.us Attached to this are a Bid Tabulation and a Resolution requesting the approval of the bid of Midland Computers for the purchase of 350 Microsoft Backoffice Core CAL (Client Access Licenses), meeting the specification attached, for the Omaha Public Library System. These licenses will allow the library to utilize computer software to manage library desktop computers and distribute software from a central location over the network. These software licenses are needed to ensure the library is legally compliant in its use of network software. The following bids were received on December 26, 2001: Midland Computers $24,850.00 Shea Technologies $24,920.00 The Library recommends the lowest and best bid meeting specifications from Midland Computers be accepted. The funds for the purchase of the Backoffice Client Access Licenses will come from 2001 Library Non Personal 001, Agency 160, Organization 1604. The contractor has on file a current Annual Contract Compliance Report Form (CC-I). As is City policy, the Human Relations Director will review the contractor to ensure compliance with the Contract Compliance Ordinance. The intent of this purchase is to increase efficiency and more effectively utilize staff resources of the Omaha Public Library through use of computer network software to centrally manage desktop computers in all Library System locations. Honorable President and Members of the City Council Page -2- I respectfully recommend approval of this Resolution which would accept the bid of Midland Computers as the lowest and best bid in compliance with the specifications. Respectfully submitted, Referred to City Counc. for Consideration: /44ticey_tv Ronald R. Heezen, Ph.D DØ Mayors Offic Date Planning Director Approved as to Funding: Approved: l �y oz Stanley P. Date /Z . Youn Da e Finance Director Human Relation irector P:\LIB\2635sap.doc City Of Omaha ii Purchasing Division TABULATION OF BIDS ON: ,. ?` ► MICROSOFT BACKOFFICE CORE CAL 1s Date of Opening ` \� v V. December 26,2001 J J tl -- ,� ► ]� Department As Read in Bid Committee j J �,r Library Purch.Agent: v UNIT UNIT UNIT UNIT UNIT UNIT UNIT Quantity DESCRIPTION PRICE PRICE PRICE PRICE PRICE PRICE PRICE 350 each Micosoft Backoffice Core Cal. I I I U 1 I I I /�! �vv�3 r u feu I': . MI •.., t ie<lea&0i iMiim ,, 1.11 BID/each h O 6I b ,' U Lh Arm Ai ;3o,ub ii6 8 ip ''rL /'do f7i ■ I I U_ I 1 I ■ l . a 1 . 1 ■■■■ Cash Discount Delivery ,_ City Of Omaha Purchasing \r) , Division \I ; K, • .. , , TABULATION OF BIDS ON: }- " ` j MICROSOFT BACKOFFICE CORE CAL „J � s Date of Opening December 26,2001 As Read in Bid Committee 1� .<\ Department s. t � r� " 1 '. Library Purch.Agent: UNIT L UNIT UNIT UNIT UNIT UNIT UNIT Quantity DESCRIPTION PRICE PRICE PRICE PRICE PRICE PRICE PRICE e. t^, o sir) ui; 3.i h) 350 each Micosoft Backoffice Core Cal. �cr l7 Favh 600 BID/each C d' ' 00 / O 6 i , 'J 6t b •7/ z° ( fa�c AL)ag I . 1 I _a II ■ a . I ■ I__I__I_ -■ _• • all • Cash Discount A/ ( /c a X.O. Delivery •6-/q arrl 0,5 'CA't'N>-0 rit41 Dios 1 1 City Of Omaha Purchasing Division ti TABULATION OF BIDS ON: J MICROSOFT BACKOFFICE CORE CAL N. `,) Date of Opening • December 26,2001 K Department As Read in Bid Committee r\v J Library Purch.Agent: UNIT UNIT UNIT UNIT UNIT UNIT UNIT Quantity DESCRIPTION PRICE PRICE PRICE PRICE PRICE PRICE PRICE 350 each Micosoft Backoffice Core Cal. • BID/each IIMBITIMMIE ■_■ ._® .111 ��i • . a • Ill III II■_. I . . U_._• III I UU U I II Cash Discount Delivery ri t-t 1 sios • �1 �r r 7;.(, I. (. CITY OF OMAHA J.T. . REQUEST FOR BID AND BID SHEET ON: MICROSOFT BACKOFFICE CORE CAL i FROM: Frank Barbour Published December 12,2001 City Purchasing Agent NOT AN ORDER Page 1 1003 Omaha-Douglas Civic Center 1819 Farnam Street BID BOND OR CERTIFIED CHECK REQUIRED IN THE AMOUNT Omaha,Nebraska 68183-0011 OF 5% IF THE TOTAL AMOUNT FOR THE ITEM OFFERED IS$20,000 OR MORE. Bid Closing Date 11:00 A.M. December 26,2001 IMPORTANT • 4. If Federal Excise Tax applies,show amount of same and deduct. Exemption certificates will be furnished. Do not include tax in bid. 1. Bid must be in the office of the CITY CLERK,LC-1,OMAHA-DOUGLAS CIVIC CENTER, 1819 Famam Street,Omaha,NE 68183-0011 by the closing date and time indicated. in a sealed envelop marked BID ON: 5. BID MUST_INCLUDE ANY DELIVERY OR SHIPPING CHARGES. MICROSOFT BACKOFFICE CORE CAL • 6. When submitting bid on ferns listed,bidder may on a separate sheet,make 2.As evidence of good faith a bid bond or certified check must be submitted with bid. suggestions covering reduction in costs wherever this is possible through FAILURE TO DO SO IS CAUSE FOR REJECTION. redesign,change of material or utilization of standard items or quantity change. 3.Right is reserved to accept or reject any or all bids in their entirety and the bidders shall 7. If you do not desire to bid,return sheets with reasons for declining. Failure to do so have the right to appeal any decision to the City Council. Right is also reserved to will indicate your desire to be removed from our mailing list If you desire a copy of accept or reject any part of your bid unless otherwise indicated by you. tabulation,check[ I. . PLEASE DO NOT CALL FOR THIS INFORMATION. Quote your lowest price,best delivery and terms,F.O.B.delivery point on the item(s)listed below: QUANTITY .DESCRIPTION UNIT P1110E z EXTENSION 350 each Microsoft Backoffice Core Cal. Pricing must be Department of Education pricing. License will be used at local libraries. BlD/each $ +7I $ `1 S 50 If you have any questions, contact Janet Davenport at(402)444-4836. BIDDERS ARE REQUIRED TO SUBMIT THE FOLLOWING DATA WITH EACH BID (Protected Class is defined as Black,Hispanic,Asian and Pacific Islander,American Indian or Alaskan Native,Female.) Total Employees Protected Class Males Protected Class Females American American Total Total Asian or Indian or • Asian or Indian or Work Protected Pacific Alaskan Pacific Alaskan Date Force Class Black Hispanic Islander Native Black Hispanic Islander Native White 1�- n �� (y 0 0 0 0 0 '0 0 C (- Refer any questions regarding the BID or SPECIFICATIONS directly to the Purchasing Department(402)444-5400 or as shown on bid. All bidders awarded a con ct in the amount of$5,000 or more must comply with the Contract Compliance Ordinance and have on file with the Human Relations Department the Contract Complian port(Form CC-1). This report shall be in effect for 24 months from the date received by the Human Relations Department Any questions regarding the Contra C plian Ord' ce should be directed to the Human Relations Department at(402)444-5055. . (PLEASE PRINT LEGIBLY OR TYPE) • Payment Te ° Firm m A1CAC1C\ om pA ter corpora n Delivery(or completion) Name ��l1t./(..Ue- Pret.AG d I ' �j Signature G calendar days following award Title n-rc l r7r r�f- iCX�r -r'L1' Phone Y�-Vo1 l-$ l� Fax y0�`• V f 1 `�1'(0 Address I I N i 4 CO. (9nter 9NA (�Ma na • NE (A LM Street/P.O.Box City State Zip Email Address a pc LLU I ®m+r'1(.ocr p.c on-t• '�J CITY OF OMAHA J.T. . REQUEST FOR BID AND BID SHEET ON: MICROSOFT BACKOFFICE CORE CAL FROM: Frank Barbour Published December 12,2001 City Purchasing Agent NOT AN ORDER Page 1 1003 Omaha-Douglas Civic Center 1819 Famam Street BID BOND OR CERTIFIED CHECK REQUIRED IN THE AMOUNT Omaha,Nebraska 68183-0011 OF 5% IF THE TOTAL AMOUNT FOR THE ITEM OFFERED IS$20,000 OR MORE. Bid Closing Date 11:00 A.M. December.26,2001 IMPORTANT 4.if Federal Excise Tax applies,show amount of same and deduct. Exemption certificates will be furnished. Do not include tax in bid. 1.Bid must be In the office of the CITY CLERK,LC-1,OMAHA-DOUGLAS CIVIC CENTER, 1819 Famam Street,Omaha,NE 68183-0011 by the dosing date and time indicated. in a sealed envelop marked BID ON: 5. BID MUST INCLUDE ANY DELIVERY OR SHIPPING CHARGES. MICROSOFT BACKOFFICE CORE CAL 6. When submitting bid on items listed,bidder may on a separate sheet,make 2.As evidence of good faith a bid bond or certified check must be submitted with bid. suggestions covering reduction in costs wherever this is possible through FAILURE TO DO SO IS CAUSE FOR REJECTION. redesign,change of material or utilization of standard items or quantity change. 3.Right Is reserved to accept or reject any or all bids in their entirety and the bidders shall 7. If you do not desire to bid,return sheets with reasons for declining. Failure to do so have the right to appeal any decision to the City Council. Right is also reserved to will indicate your desire to be removed from our mailing list. If you desire a copy of accept or reject any part of your bid unless otherwise indicated by you. tabulation,check[ ]. PLEASE DO NOT CALL FOR THIS INFORMATION. Quote your lowest price,best delivery and terms,F.O.B.delivery point on the item(s)listed below: QUANTITY DESCRIPTION UNIT PRICE EXTENSION 350 each Microsoft Backoffice Core Cal. Pricing must be Department of Education pricing. License will be used at local libraries. BID/each $ $ If you have any questions,contact Janet Davenport at(402)444-4836. BIDDERS ARE REQUIRED TO SUBMIT THE FOLLOWING DATA WITH EACH BID (Protected Class is defined as Black,Hispanic,Asian and Pacific Islander,American Indian or Alaskan Native,Female.) Total Employees Protected Class Males Protected Class Females American American Total Total Asian or Indian or Asian or Indian or Work Protected Pacific Alaskan Pacific Alaskan Date Force Class Black Hispanic Islander Native Black Hispanic Islander Native White * Refer any questions regarding the BID or SPECIFICATIONS directly to the Purchasing Department(402)444-5400 or as shown on bid. All bidders awarded a contract in the amount of$5,000 or more must comply with the Contract Compliance Ordinance and have on file with the Human Relations Department the Contract Compliance Report(Form CC-1). This report shall be in effect for 24 months from the date received by the Human Relations Department. Any questions regarding the Contract Compliance Ordinance should be directed to the Human Relations Department at(402)444-5055. (PLEASE PRINT LEGIBLY OR TYPE) Payment Terms % Firm Incorporated in Delivery(or completion) Name Signature calendar days following award Title Phone Fax Address Street/P.O.Box City State Zip Email Address All bidders are to comply with the Omaha Contract Compliance Program as follows: Civil Rights Compliance—Omaha Contract Compliance Program Revised effective 8/15/2001. DEFINITIONS: Disadvantaged Business Enterprise DBE must meet all of the following criteria: (1)Has been in existence for at least one year and (2)Not an affiliate or subsidiary of a business dominant in its field of operation and (3)Is not: a manufacturer's rep; a franchise; a business where the owner is an owner or part owner of another similar business; or a non-stocking retailer or wholesaler and (4)At time of application as evidenced by its income tax returns, gross receipts have not exceeded$150,000.00 and (5) The net worth of individual owners may not exceed the sum of$150,000.00 after excluding the individual's equity in their primary residence. "Owner"includes a spouse,parents and/or children living in the household And (6)Individual owners may not hold more than 20%ownership in any other single business. "Owner"includes a spouse,parents and/or children living in the household When the business completes five years of participation in the program or its gross receipts reach the sum of$500,000.00 for a fiscal year or any one or more of the owners'net worth reaches the sum of$250,000.00 as calculated in subsections (5) and(6), whichever occurs first, said business will be decertified and no longer participate in the program. Protected Class PC consists of (a) Black (b) Hispanic (c) Asian and Pac flc Islander (d) American Indian or Alaskan Native (e) Female Protected Business Enterprise PBE consists of (a) 51% of a business owned, controlled and actively managed by PC members (b) 51% of the stock of a publicly owned business is owned and controlled by PC Members (c) Provided that PC ownership and interests are real and continuing and not created for the purpose of complying to obtain a contract or subcontract In Compliance Employer ICE consists of (a) An employer that has at least 25%of PCs as the total number of employees in full or part time positions (b) Provided that these PC positions are not created for the purpose of complying to obtain a contract or subcontract It has been declared necessary and expedient to require certain provisions in contracts with the City of Omaha to promote equality of opportunity in employment without regard to race,creed,color, sex,religion or national origin. This will promote and encourage socially and/or economically disadvantaged Omaha businesses to compete for city contracts and to encourage diversity by the City in the award City contracts and to promote equality of access to city contracts. "Contractor"is defined as any person,partnership,corporation, association or joint venture which has been awarded a contract, and includes every subcontractor on such a contract. "Subcontractor" is defined as any person,partnership, corporation,association or joint venture which supplies any of the work, labor services, supplies,equipment,materials or any combination of the foregoing under a contract with the contractor on a contract. 1 of 3 . The term "lowest and best bid"whenever used in this division shall include authority but not a requirement to award a contract to a disadvantaged business enterprise that is not the low bidder,but who is awarded a contract or subcontract determined by the city to be an acceptable cost higher than a competing lower bid,except for specially assessed projects.The cost differential in each contract shall not exceed 3%. The Finance Director shall administer and enforce,maintain and report contract statistics, for quarterly reports, determine which program goals are met,advise departments"lowest and best"bid determinations and attaining program goals, implementing rules and procedures, and making fiscal determinations for compliance with the program. 10-192 All contracts hereafter entered into by the city shall incorporate an equal employment opportunity clause,which shall read as follows: All Bidders are required to comply with the Omaha Contract Compliance Program. During the performance of this contract,the contractor agrees as follows: a) The contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, disability or national origin. The contractor shall take affirmative action to ensure that applicants are employed and the employees are treated during employment without regard to their race, religion, color, sex or national origin. As used herein, the word "treated" shall mean and include,without limitation,the following: recruited,whether by advertising or by other means; compensated; selected for training, including apprenticeship; promoted; upgraded; demoted; downgraded; transferred; laid off; and terminated. The contractor agrees to and shall post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting offices setting forth the provisions of this nondiscrimination clause. b) The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, or national origin, age,disability. c) The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or workers' representative of the contractor's commitments under the equal employment opportunity clause of the city and shall post copies of the notice in conspicuous places available to employees and applicants for employment. d) The contractor shall furnish to the contract compliance officer all federal forms containing the information and reports required by the federal government for federal contracts under federal rules and regulations, including the information required by sections 10-192 to 10-194, inclusive, and shall permit reasonable access to his records. Records accessible to the contract compliance officer shall be those,which are related to paragraphs(a)through(g)of this subsection. The purpose of this provision is to provide for investigation to ascertain compliance with the program provided for herein. e) The contractor shall take such actions with respect to any subcontractor as the city may direct as a means of enforcing the provisions of paragraphs(a)through (g)herein, including penalties and sanctions for noncompliance; however, in the event the contractor becomes involved in or is threatened with litigation as the result of such directions by the city,the city will enter into such litigation as is necessary to protect the interests of the city and to effectuate the provisions of this division; and in case of contracts receiving federal assistance,the contractor or the city may request the United States to enter into such litigation to protect the interests of the United States. f) The contractor shall file and shall cause his subcontractors, if any, to file compliance reports with the contractor in the same form and the same extent as required by the federal government for federal contracts under federal rules and regulations. Such compliance reports shall be filed with the contract compliance officer. Compliance reports filed at such times as directed shall contain information as to the employment practices, policies, programs and statistics of the contractor and his subcontractors. 2of3 g) The contractor shall include the provisions of paragraphs (a) through (g) of this section, "Equal employment opportunity clause."And section 10-193 in every subcontract or purchase order so that such provisions will be binding upon each subcontractor or vendor. 10-194 All notices to bidders published shall include as part of the specifications the condition that all bidders are required to comply with the Omaha Contract Compliance Program. As part of the bid documents,each bidder files contract employment reports that confirms: (a) That the contractor has notified community organizations that they have employment opportunities available and shall maintain records or any responses (b) That the contractor maintains a file of names and addresses of each PC worker referred and what action taken in respect to these referred workers,and if the worker was not employed,the reasons therefore. If such worker was not sent to the union hiring hall for referral or if such worker was not employed by the contractor,the contractor's file shall document this and the reasons therefore. (c) Contractors will contact the contract compliance officer when the union or unions that the contractor has a collective bargaining agreement have not referred a minority worker sent by the contractor or if there is information that the union referral process has impeded his goal. (d) That the contractor has solicited bids for subcontractors from PC subcontractors engaged in trades covered by their regulations, including circulation to minority associations. (e) Contractor certifies that all employees directly involved with the contract will be given a discrimination prevention presentation approved by HR in one of the following: a. Contractor has a Bureau of Apprenticeship(BAT)approved apprentice program b. The company EEOC officer has attended a City of Omaha HRD course and then teaches all employees involved with the contract c. All employees involved with the contract who have a direct contract with the public attend a discrimination presentation course presented by HR (f) If a complaint is filed against the contractor and found to be valid by HR,all employees involved in the complaint will attend a HR discrimination course before the company can be awarded future contracts and/or received final payment for the current contract. 10-200 Award of City contracts to PBEs, and ICEs,and DBEs. (a) Commencing on 1/1/2001,the City shall make a good faith effort feasible to award supply, service and construction contracts in amounts in no less as determined by the Finance Director by 12/31 of the prior year,to proportionate to the percentage the PBE bears to the total business in the proposed contract industry. These goals shall apply to the dollar volume of those contracts. (b) Commencing on 1/1/2001,the City shall make a good faith effort feasible to award supply, service, and construction contracts to DBEs in amounts no less than 10%of dollar volume of contracts awarded by the City. (c) Exclusions to these percentages are contracts awarded to public utilities and other governmental units. Contracts awarded in amounts of$1,000.00 or less shall be specifically excluded from the total contracts awarded but not from the total volume of contracts awarded. 3 of 3 c-isA r` CITY OF OMAHA LEGISLATIVE CHAMBER Omaha,Nebraska RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: WHEREAS, bids were received on December 26, 2001 for the purchase of 350 Microsoft Backoffice Core CAL (Client Access Licenses) for the Omaha Public Library System; and, WHEREAS, Midland Computer submitted a bid in the amount of$24,850.00 for the specified network software licenses; and, WHEREAS, the bid of Midland Computer is the lowest and best bid meeting specifications; and, WHEREAS, Midland Computer has on file a current Annual Contract Compliance Report Form (CC-1), and as is City policy, the Human Relations Director will review the Contractor for compliance with the Contract Compliance Ordinance; and, WHEREAS, it would be in best interest of the residents of the City of Omaha that this bid be approved; and, WHEREAS, the funds for this purchase come from the 2001 Library Non Personal 001, Agency 160, Organization 1604. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: THAT, the bid of Midland Computer as recommended by the Mayor, for the purchase of 350 Microsoft Backoffice Core CAL (Client Access Licenses) per specifications in the amount of$24,850.00 is approved. BE IT FURTHER RESOLVED: THAT, the funds for this purchase will be paid from the 2001 Library Non Personal 001, Agency 160, Organization 1604. . P:\LIB\2.634sap.doc PPROVED A S TO FORM: lD' . 1 � - 3-oz- E' TY Y ATTORNEY DATE .ell 10 By ...,�. - , •. icilmember k Adopted b j ?'— City Clerk 7/ Approved.. ...... .. ..'p Mayor NO. .... 9/ -" Resolution by Res. that the bid of Midland Computer as d-diuty recommended by the Mayor, for the purchase of 350 Microsoft Backoffice Core CAL (Client Access Licenses) per specifications in the amount of $24,850.00 is approved. That the funds for this purchase will be paid from kr' the 2001 Library Non Personal 001, Agency °, 160, Organization 1604. P:\L.IB\2634sap.doc Presented to City Council FEB 5, 2002 Adopted r c 6&u3ter grown City Clerk