Title
Information Technologies recommending the Board:
1) Make findings in accordance with Procurement Policy C-17, Section 3.4 (4), that the agreement with Dell is exempt from Competitive Bidding due to a competitively bid agreement being utilized;
2) Make findings in accordance with El Dorado County Ordinance Code, Chapter 3.13.030 (B) that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work; and
3) Approve the continued use of Contract 83 with Dell through July 31, 2023, for the purchase of hardware licensing, maintenance, and support, in accordance with National Association of State Procurement Officials (NASPO) Agreement MNWNC-108 Amendment V and authorize the addition of $25,000 to the current year’s funds, increasing the not-to-exceed amount to $317,316.37.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Since 2009, El Dorado County has purchased services for Dell branded products through NASPO Agreement No. MNWNC-108. The Board is being asked to authorize the continued utilization of the NASPO agreement through July 31, 2023, and to increase the available funds by $25,000.
Contract 83 originally had a not-to-exceed (NTE) amount of $49,228.87. Board approved change orders over the life of the contract have increased the NTE to a total of $292,316.37. Approval of this Board item will allow Information Technologies to increase the NTE by $25,000, to $317,316.37, to cover the anticipated annual expenses for the coming period.
Prior to August 2021, Contract 83 had been brought before the Board as a perpetual agreement. However, Information Technologies is currently treating it as a standard piggyback agreement to align with the expiration date of Amendment V to the NASPO Agreement MNWNC-108. The fifth amendment to the NASPO agreement went into effect February 1, 2023, and has an expiration date of July 31, 2023. Board approval of the term extension will allow the County to continue to utilize the NASPO contract to purchase Dell computer equipment, peripherals, and server maintenance licenses through July 31, 2023.
ALTERNATIVES
The Board could choose not to approve the extension of the agreement, however this purchasing and maintenance agreement is necessary to maintain the Dell network servers. The County would not be able to continue to purchase equipment or peripherals support, which would significantly impact the County’s technology function, should services be required.
PRIOR BOARD ACTION
22-1438 - Board approved the extension of MNWNC-108 Amd IV through 02/28/23 and authorized the addition of $40,000 to the current year’s funds, increasing the not-to-exceed amount to $292,316.37.
21-1284 - Board approved the extension of MNWNC-108 Amd III through 07/31/22.
20-1260 - Board approved continuation of Contract 83 as a perpetual agreement
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no additional impact to the General Fund as the Fiscal Year 2022-23 and 2023-24 Information Technologies Budget includes appropriations for the included maintenance and support services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies