CM-14-01-305*CKT3
PURPOSE PASSION Rnosvtxm
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider authorizing a Letter of Agreement with IBM Corporation for use
of City of Round Rock purchase orders.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 1/31/2014
Dept Director:
Cost:
Indexes:
Attachments: CMAF IBM Letter of Agreement, PO in lieu of SOW Signature 1-6-2013
(3)
Department: Police Department
Text of Legislative File CM -14-01-305
The Police Department recently obtained through Purchasing a Purchase Order in the amount of
$10,500 to IBM for training services related to the iBase database product the Department plans to
use. When presented with the P.O. the company asked for a signed Statement of Work. Rather
than signing such a statement every time the city does business with IBM, staff recommends the
City Manager sign a letter from IBM. The letter essentially confirms that the City will honor the terms
of all purchase orders issued for the company. This action will require action only once by the City
Manager.
The Police Department has coordinated with Purchasing on this issue, and both recommend it's
approval.
City of Round Rock Page 1 Printed on 1/30/2014
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: Police Department
Project Mgr/Resource: Rick White
City Manager Approval
CMA Wording
Project Name: Purchase Order Letter Agreement
ContractorNendor: IBM Corporation
Consider authorizing a Letter of Agreement with IBM Corporation for use of City of Round Rock purchase orders.
Approval
ElEmployeeEE Bowden
Date January 22, 2014
Notes/Comments
January 6, 2014
City of Round Rock
Accounts Payable
221 E. Main Street
Round Rock, TX 78664
Dear Rick (or authorized represenative),
This letter is to confirm our mutual agreement to use your organization's purchase orders to accept, without
modification, statements of work and any change authorizations to an existing statement of work.
During the period that this letter agreement is in effect, we agree that you can use your organization's purchase
orders to indicate acceptance without modification of the applicable statement of work or change authorization.
The purchase order must reference DIR-SDD-2108 dated 10/1/2013 or equivalent IBM Customer Agreement, the
IBM Statement of Work (by title and date) and, if applicable, the change authorization #.
Both of us agree that this letter agreement is meant only to authorize your use of your organization's purchase
order to accept without modification a statement of work or change authorization. Any terms in any written
communication from you (such as those in the purchase order) are void.
By signing below, both of us agree that the complete agreement between us regarding the use of your purchase
order in the manner described above will consist of this letter agreement, and this letter agreement replaces any
prior oral or written communications between us on this subject.
This letter agreement can only be modified when both of us agree in writing. Either one of us can terminate this
letter agreement with thirty days prior written notice to the other. This letter agreement applies to both of us and
those entities within our respective Enterprises (as that term is defined in the IBM Customer Agreement or
equivalent agreement between us).
Thank you for your business. I look forward to a mutually rewarding relationship.
IBM Corporation
Services Sales Leader, SCFO/12
1111 N. 102nd Court, Suite 231
Omaha, NE 68114
Please sign & return to the IBM name listed above. eSignatures or scanned original signatures acceptable to IBM.
(City of Round Rock Authorized Signature)
(Print Name and Title)
IBM Customer Number: 1795959
CM -14-01-3o