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Chief Administrative Office, Procurement and Contracts Division, recommending the following pertaining to Western States Contracting Alliance:
(1) Authorize Purchasing Agent to utilize the Western States Contracting Alliance (WSCA) for acquisition of computing equipment, printers, network hardware, related peripherals, maintenance and software;
(2) Authorize Purchasing Agent to include any other authorized vendors of computer hardware and software contracted under WSCA as a result of formal competitive solicitations; and
(3) Authorize Purchasing Agent to execute purchase orders on an "as-requested" basis with WSCA authorized contractors following Board approval through any authorized date as defined in the awarded contracts.
RECOMMENDED ACTION: Approve.
FUNDING: (General Fund/Non-General Fund).
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Fiscal Impact/Change to Net County Cost: Procurement and Contracts has been advised that funding is available within each requesting departments fixed asset or minor equipment budget.
Background: On May 7, 2002, item # 51, your Board dispensed with competitive bidding procedures in accordance with County Ordinance Section 3.12.132C and authorized the Purchasing Agent to participate in the Western States Contracting Alliance (WSCA) master pricing agreement for the purchase of Dell, Hewlett Packard, and IBM products. The County has continued to utilize this program in order to realize significant savings by pooling purchases with participating municipalities in order to achieve volume discounts.
WSCA establishes cooperative contracts where participating states and local government agencies join together in order to achieve cost-effective and efficient acquisition of computing equipment, printers, network hardware, related peripherals, maintenance and software through volume purchasing. All WSCA contracts have been competitively bid. The use of the WSCA master pricing bid is in compliance with the County's requirements for utilizing other public agency contracts.
Procurement and Contracts and Information Technologies have determined that the products offered by these manufacturers are "top tier" products that meet the exacting County Standards for performance, maintenance, service at a cost effective benefit to cost ratio. Expanding our authority to utilize products offered by these manufacturers will provide the County with more product choices and greater flexibility in the County's Information Technology needs.
The WSCA contract(s) are utilized simply as a procurement tool. Computing equipment, printers, network hardware, related peripherals, maintenance and software purchases are made in accordance with the policies and procedures established by your Board.
Reason for Recommendation: In May of 2008, a new Western States Contracting Alliance (WSCA) contract for network hardware, peripherals acompetitivelye was competitively bid and is valid through May of 2010, with the option for two (2), two (2) year extensions, potentially extending the agreement through May of 2014. This request is to authorize the Purchasing Agent to include Cisco network computer products and to include any other authorized vendors of computer hardware and software contracted under WSCA as a result of formal competitive solicitations. While Cisco has established WSCA pricing under contract, Cisco will not sell direct. Cisco product purchases must be made through their authorized distributors.
In accordance with County Ordinance Chapter 3, Section 3.12.160(D), the Purchasing Agent conducted a comparative market analysis for the network equipment. The findings of this analysis are attached for your review.
Action to be taken following Board approval: Following Board approval, the Purchasing Agent will issue purchase orders for computing equipment, printers, network hardware, related peripherals, maintenance and software to authorized WSCA contractors in accordance with the funding available within each requesting department's budget. All computing equipment, printers, network hardware, related peripherals, maintenance and software related purchases are issued only after approval from the Information Technologies Department.
Contact: Bonnie H. Rich, Purchasing Agent x5940
Concurrences: Reviewed and approved as to form by County Counsel.