Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Make findings to waive formal bid requirements in accordance with Procurement Policy C-17, Section 3.4 (4) Exemptions from Competitive Bidding;
2) Authorize the Purchasing Agent to utilize the State of California's competitively bid Contract 1-22-70-31A for the acquisition of PC Goods - Dell Products (Chromebooks and Monitors) and Contract 1-22-70-31B for the acquisition of PC Goods - Dell Products (Desktops, Thin Desktops, Thin Laptops, Rugged Laptops) for use by all County Departments;
3) Authorize the Purchasing Agent to increase contract 6823 with Granite Data Solutions Inc. by $101,000, bringing the contract value to $200,000 and increase contract 6825 with Dell Marketing LP by $105,000, bringing the contract value to $200,000;
4) Authorize the Purchasing Agent to extend the terms of contracts 6823 and 6825 if the State of California, Department of General Services extends Contracts 1-22-70-31A and 1-22-70-31B; and
5) Authorize the Purchasing Agent to increase the value of contracts 6823 and 6825 on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General and Non-General Fund.
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DISCUSSION / BACKGROUND
The County of El Dorado purchases PC Goods - Dell Products (Desktops, Thin Desktops, Thin Laptops, Rugged Laptops) through the State of California Department of General Services, Procurement Division's agreement with Granite Data Solutions Inc. Contract 1-22-70-31A with a contract term of 7/1/2022 through 6/30/2025, and PC Goods - Dell Products (Chromebooks and Monitors) through the State of California Department of General Services, Procurement Division's agreement with Dell Marketing LP Contract 1-22-70-31B with a contract term of 7/1/2022 through 6/30/2025.
The Department recommends that the Board make findings per Procurement Policy C-17, Section 3.4 (4) that these purchases are exempt from competitive bidding since the goods may be procured from a vendor that has a contract with another public agency, the contract was awarded utilizing a competitive bidding process, and the terms of the transaction are the same.
The Sheriff’s Office has a current request for the purchase of fifty (50) Dell 7010 computers for a value of approximately $42,000, there is currently $24,654 available on contract 6823. An increase to contract 6825 is necessary in anticipation that this contract will go over the purchasing agents signature authority before the contract term expires.
ALTERNATIVES
The Board could choose to not approve the recommended increase, causing operational impacts to departments by delaying future PC Goods purchases.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Technology purchases are budgeted within individual departments and programs and may be part of general fund or grant-awarded programs. Department's will not purchase laptop computers unless sufficient funds are available in the department's fiscal year budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent