HomeMy WebLinkAboutItem #08 Approval to Decrease the Fiscal Year 2017/2018 Budgeted Purchase from Two Smart Boards to One Smart Board ocoee
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AGENDA ITEM COVER SHEET
Meeting Date: August 21, 2018
Item # 8
R„„,„„L Reviewed By:
Contact Name: Deputy Chief S. Plasencia Department Director: Chie C arl=1 Brown
Contact Number: X3023 City Manager: Rob Fra
Subject: Approval to Decrease the Fiscal Year 2017/2018 Budgeted Pu chase from 2 Smart
Boards to 1 Smart Board
Background Summary:
The City of Ocoee Police Department received budget approval to purchase two smart boards at a
cost of $10,000. As the purchase of smart boards requires installation and a maintenance agreement,
the cost exceeded our original budget estimate. The Police Department would like reduce the
purchase requirement to one smart board at cost of $9,473.41, which does not exceed the funds
allocated for the current budget year.
Issue:
Should the Honorable Mayor and Board of City Commissioners approve the purchase of one smart
board at a cost of$9,473.41, for use by the City of Ocoee Police Department?
Recommendations:
It is staffs recommendation that the Honorable Mayor and Board of City Commissioners approve the
purchase of one smart board for use by the City of Ocoee Police Department at a cost of$9,473.41.
Attachments:
Quote for one smart board to include installation and warranty.
Financial Impact:
There is no financial impact for the City. $10,000 was approved in the 2017/2018 budget and the total
expense will not exceed this allocation.
Type of Item: (please mark with an"x")
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by 0 N/A
Lii ShIt Whitlock
are with the world
CONFIDENTIAL PROPOSAL
I Whitlock Orlando/1075 Florida Central Pkwy,Suite 2150,Longwood,FL 32750 1
Name Kiel Gajadhar Date 5/24/2018
Company City of Ocoee Valid Period Sixty(60)days
Address 1 150 N.Lakeshore Dr. Freight Terms FOB Dent.,Ppd&Allow
Address 2 Payment Terms- Net 45 days with approved
Pricing is based on payment via check,ACH or wire transfer credit
City,State,Zip Ocoee,FL 34761 Quote ID 11969
Phone 407-554-7068 Account Executive Sara Cooper
Fax Account Executive Cell Phone 727.389.9022
Cell Account Executive E-Mail coopers@whitlock.com
E-Mail kgajadharrocoee.org System Designer
Tied Osceola County Bid;1 SDOC-18-B-074-1P;Audio Visual&Technology;Supplies&Equipment Catalog Discount Bid
Item Qty Manufacturer Part Number Description Price Total
Equipment
1 1 SMART SPNL-6275P SMART Board Interactive Flat Panel 75 inch Pro Series with iQ and SMART Meeting Pro 5,525.00 5,525.00
2 1 SMART SVC-SP-B3YR-PLS SMART Services-3 Year Basic Service for SMART Board Interactive Display-PLUS Onsite 1,890.00 1,890.00
3 1 SMART EWY1-SPNL-6275P SMART Board 6275 Pro Series interactive flat panel with iQ 1 year warranty extension 245.00 245.00
4 1 Chief XSM1u Micro-Adjust Fixed Wal Mount,X-Large 188.60 188.60
Total Lktad Equipment 7,848.60
QTY Cable,Connectors,S Y4minrofs Integration Hardware 289.00
1 HDMI,VGA,3.5mm Cable kit and wall plates S 289.00 $ 289.00
S
QTY beagralion Labor Services 1,020.00
1 Interactive Flat Panel Instalation Labor f 400.00 $ 400.00
1 Remove existing whiteboard S 160.00 $ 160.00
2 Hourly Training Rate $ 80.00 $ 160.00
1 Warranty 300.00 $ 300.00
Freight Charges 315.81
Sub Total 9,473.41
Estinaled Sales Taxes a Appgeabk) -
ISales Tax Per Room(0%) I -
Total Integrated System(Inclusive of Taxes) 9,473.41
Client Acceptance
With your signature below,you hereby authorize Whitlock to order the above listed equipment on your behalf and agree to pay the charges fisted herein.
Signature: Print Name:
Title/Position: Date:
This quotation Is subject to the following terms:
Al products vnll be subject solely to the manufacturers limited warranties,if any,which will transfer to Buyer.No other representation,warranty,or guarantee,express or implied,is included in this quotation including implied warranties of Stress for a
particular purpose or merchantability.In no event shall Whitlock be liable to Buyer for any special,indirect,consequential,incidental,or punitive damages.
The pricing included in this quotation is based on payment in advance via check or wire transfer.Buyer agrees to pay a finance charge equal to 1:4%per month on all amounts due to Whitlock for any reason.In the event that Whitlock employs an
attorney to collect unpaid amounts,Buyer agrees to pay all reasonable legal fees and other costs incurred by Whitlock in such action.
Any product that is ordered from Whitlock may be cancelled or returned only at the discretion of Whitlock.Any cancellation or retum authorized by Whitlock tug be subject to restocking fees,return freight costs,and handling charges.
Title and risk of loss or damage to products shall pass to Buyer upon delivery to Buyer's designated delivery site.
Whitlock will use its best efforts to deliver product as requested by Buyer.Shipping dates are estimated only and Whitlock cannot be responsible for any delays due to causes beyond its reasonable control.
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