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Chief Administrative Office, Procurement and Contracts Division, recommending the Board consider the following for the purchase of Apple Tablets on an “as needed” basis:
1) Waive formal bid requirements in accordance with Procurement Policy C-17, Section 3.4.4, Exempting the Competitive Bidding process on account of a piggyback contract with the State of California being available meeting all requirements outlined in the policy;
2) Authorize the Purchasing Agent to utilize the State of California's competitively bid contract 1-20-70-08G, Supplement 5 for the acquisition of Apple tablets through Natix Incorporated for use by all County Departments;
3) Authorized the Purchasing Agent to increase contract 6033 with Natix Incorporated for the countywide purchase of Apple tablets by $30,001, bringing the contract value to $130,000 through the term of July 31, 2024;
4) Authorize the Purchasing Agent to increase contract 6033 on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget; and
5) Authorize the Purchasing Agent to extend the term of contract 6033 if the State of California Department of General Services extends their Statewide Contract 1-20-70-08G for the purchase of Apple tablets contingent upon County Counsel approval.
FUNDING: Various.
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DISCUSSION / BACKGROUND
The County purchases Apple tablets through the State of California Department of General Services, Procurement Division's agreement with Natix Incorporated, contract 1-20-07-08G, with a contract term of October 01, 2021 through July 31, 2024. The District Attorney's Office, Information Technologies, and Sheriff's Office have reviewed their upcoming needs for Apple tablets through the term of the contract and recommend that a change order be approved to increase Contract 6033 by $30,001 to cover anticipated purchases. This will increase the contract value to $130,000. The requested increase for the purchase order contract will accommodate the specific needs identified by departments and provide flexibility to accommodate additional needs prior to the end of the contract term. Over the current term of County contract 6033, departments have purchased over $95,000 in Apple tablets.
ALTERNATIVES
The Board could choose to not approve the recommended increase, causing operational impacts to departments by delaying or disallowing future Apple tablet purchases.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Procurement and Contracts Division, and Information Technologies has worked with requesting departments to estimate the cost of future Apple tablet purchases.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Each County department that uses the contract is responsible for ensuring that sufficient appropriations are included in their current Fiscal Year operating budget and will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement & Contacts Manager/Purchasing Agent