Title
Chief Administrative Office, Procurement and Contracts, recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Exemptions from competitive process, Section D;
2) Authorize the Purchasing Agent to continue to utilize the State of California's competitively bid contract 1-17-70-05A, Supplement 9, for the acquisition of Dell monitors for use by all County Departments;
3) Authorize the Purchasing Agent to extend for one additional year and increase FENIX purchase contract 3942 with Granite Financial Solution, Inc. for the countywide purchase of monitors by $50,000 bringing the contract value to $300,000 and the contract term through 6/20/2022; and
4) Authorize the Purchasing Agent to increase the purchase order contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund, State, Federal.
Body
DISCUSSION / BACKGROUND
The County of El Dorado purchases monitors through the State of California Department of General Services, Procurement Division's agreement with Granite Data Solutions, Inc., contract 1-17-70-05A. Supplement 9 has been has been approved which increases the contract term to 07/01/2017 through 06/30/2022.
Information Technologies has reviewed the need for monitors with all County Departments through the term of the contract and is recommending that a change order be approved to extend and increase FENIX contract 3942 by $50,000 to cover anticipated purchases.
This will increase the contract value to $300,000 and extend the contract term to 06/30/2022. The requested increase for the purchase order contract will accommodate the specific needs identified by departments and provide flexibility to accommodate any additional needs that become known prior to the end of the contract term. Over the course of the past year, departments have purchased over $115,000 in monitors on the current contract.
ALTERNATIVES
The Board could choose to not approve the recommended increase and extension, causing operational impacts to departments by delaying or disallowing future computer monitor purchases.
PRIOR BOARD ACTION
Legistar ID #20-0717, Item #9
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Information Technologies has worked with requesting departments to estimate the cost of future monitor purchases for the replacement of addition of specific department requirements.
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. Departments will not purchase monitors if sufficient funds are available in the their FY 2021/22 budgets. At this time staff are unable to identify the fiscal impact to the General Fund as it is solely dependent on the number of monitors purchased by General Fund programs.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies
Michele Weimer, Procurement & Contracts Manager