HomeMy WebLinkAboutResolution 97-R-26 Contract-Agreement Resolution
05/11/2026
97-R-26
A RESOLUTION
Authorizing the City Manager to
Execute an Agreement with Heartland Business Systems for the
Purchase of Microsoft Office Professional Plus Licenses
WHEREAS, the object of the purchase is to acquire Microsoft Office
Professional Plus Licenses as a productivity software suite and
WHEREAS, the Evanston City Council believes entering into an Agreement
with Heartland Business Systems is in the best interests of the citizens of Evanston,
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: That the City Manager is hereby authorized and directed to
sign,and the City Clerk is hereby authorized and directed to attest on behalf of the
City of Evanston, an Agreement between the City and Heartland Business Systems.
SECTION 2: That the City Manager is hereby authorized and directed
to negotiate any terms of an Agreement as may be determined to be in the best
interests of the City.
SECTION 3: That this Resolution shall be in full force and effect from and after
its passage, approval, and publication in the manner provided by law.
_______________________________
Daniel Biss, Mayor
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Attest:
______________________________
Stephanie Mendoza, City Clerk
Adopted: __________________, 20__
97-R-26
Approved as to form:
______________________________
Alexandra B. Ruggie, Corporation Counsel
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May 11 26
Microsoft Office Professional Plus Licenses Quote #399278 v1
Chicago Illinois Office
Prepared by:Prepared For:
Evanston, City of
P: (847) 866-2935
E: tedtabaka@cityofevanston.org
P: 608-444-7994
E: mcarroll@hbs.net
Mike Carroll
5400 Patton Drive
Suite 4B
Lisle, IL 60532
Ted Tabaka
909 Davis Street
2nd Floor / IT Dept
Evanston, IL 60201
Date Issued:
04.17.2026
Expires:
04.30.2026
Microsoft Office Professional Plus Price Qty Ext. Price
79P-01707 Microsoft Office Professional Plus - Software Assurance - 1 PC - Price Level D
- 1 Year Acquired Year 1, Additional Product - Microsoft Open Value - PC
$190.45 20 $3,809.00
This will be a new Open Value Agreement. Renewing SA only
Old Agreement #V7304022 expires on 5/31/2026
Subtotal:$3,809.00
Microsoft Office Professional Plus Price Qty Ext. Price
79P-01692 Microsoft Office Professional Plus - License & Software Assurance - 1 PC -
Price Level D - 1 Year Acquired Year 1, Additional Product - Microsoft Open
Value - PC
$409.38 60 $24,562.80
New OV 3 Year Agreement, year 1 of 3
Subtotal:$24,562.80
Non-Returnable/Non-Refundable Language
Misc Note:
Customer understands that all orders for [Insert Name of Manufacturer] are final when accepted by [Insert Name of Manufacturer]. No
cancellations, returns, exchanges or refunds are allowed.
Quote Summary Amount
Microsoft Office Professional Plus $3,809.00
Microsoft Office Professional Plus $24,562.80
Total:$28,371.80
This Quote does not include any federal or state prevailing wage rates, unless specifically noted. If this project requires compliance with any federal or state
prevailing wage laws, the customer must immediately notify Heartland in writing prior to acceptance so that Heartland can provide an updated Quote. Any
modifications made after the project commencement will result in additional charges and delays.
This quote may not include applicable sales tax, telecommunications taxes, shipping, handling, and delivery charges. Final applicable sales tax,
telecommunications taxes, shipping, handling, and delivery charges are calculated and applied at invoice. The above prices are for hardware/software only, and
do not include delivery, setup or installation by Heartland (“HBS”) unless otherwise noted. Installation by HBS is available at our regular hourly rates, or pursuant
to a prepaid HBSFlex Agreement. This configuration is presented for convenience only. HBS is not responsible for typographical or other errors/omissions
regarding prices or other information. Prices and configurations are subject to change without notice. HBS may modify or cancel this quote if the pricing is
impacted by a tariff. A 20% restocking fee will be charged on any returned part. Customer is responsible for all costs associated with return of product and a
$25.00 processing fee. No returns, cancellations or order changes are accepted by HBS without prior written approval. This quote and any attached agreement
are not subject to termination without cause or for convenience. This quote expressly limits acceptance to the terms of this quote, and HBS disclaims any
additional terms. Customer may issue a purchase order for administrative purposes only. By providing your “E-Signature,” you acknowledge that your electronic
signature is the legal equivalent of your manual signature, and you warrant that you have express authority to execute this agreement and legally bind your
organization to this proposal and all attached documents. Any purchase that the customer makes from HBS is governed by HBS’ Standard Terms and Conditions
Page: 1 of 2Quote #399278 v1
(“ST&Cs”) located at http://www.hbs.net/standard-terms-and-conditions, which are incorporated herein by reference. The ST&Cs are subject to change. When a
new order is placed, the ST&Cs on the above-stated website at that time shall apply. If customer has signed HBS’ ST&Cs version 2022.v1.0 or later, or the parties
have executed a current master services agreement, the signed agreement shall control over any conflicting terms in the version on the website. If a current
master services agreement does not cover the purchase of products, the ST&Cs located on the website shall govern the purchase of products. Certain purchases
also require customer to be bound by end user terms and conditions. A list of end user terms and conditions related to various manufacturers and vendors is set
forth at https://www.hbs.net/End-User-Agreements. Any purchase that customer makes is also governed by the applicable end user terms and conditions, which
are incorporated herein by reference. If customer has questions about whether end user terms and conditions apply to a purchase, customer shall contact HBS.
Any order(s) that exceeds the credit limit assigned by HBS shall require upfront payment from customer in an amount determined by HBS. HBS shall make this
determination at the time of the order, unless customer has previously submitted the required onboarding paperwork. In such event, HBS shall make this
determination at the time of quoting. Customer shall ensure that all invoices are timely paid as stated in Section 2 of the ST&Cs, regardless of whether Customer
has a financing or leasing company or other third-party issue the purchase order. In the event that a third-party issues the purchase order, Customer shall be
required to sign this Quote for purposes of approving the order. QT.2025.v1.0
Acceptance
Chicago Illinois Office Evanston, City of
Mike Carroll Ted Tabaka
Signature / Name Signature / Name Initials
04/17/2026
Date Date
Page: 2 of 2Quote #399278 v1