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Chief Administrative Office, Procurement and Contracts on behalf of Information Technologies Department, recommending the Board approve the following:
1) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160 Section D;
2) Authorize the Purchasing Agent to utilize the State of California's competitively bid Contracts No. 1-13-70-01B (Desktops), No. 1-13-70-02B (Laptops) and No. 1-13-70-05 (Monitors) for the acquisition of Computers: Desktops, Laptops, Monitors and Related Products for use by all County Departments;
3) Authorize the Purchasing Agent to issue a blanket purchase order to the awarded State vendor, PC Specialists, dba Technology Integration Group in the amount of $115,000 for a period of one year; and
4) Authorize the Purchasing Agent to increase the blanket purchase order as necessary to accommodate budgeted department purchase through the awarded term.
FUNDING: Various (individual department budgets).
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DEPARTMENT RECOMMENDATION
Waive the competitive process requirements in accordance with Purchasing Ordinance 3.12.160 Section D and authorize use of the California Department of General Services contracts for the purchase of computer hardware.
DISCUSSION / BACKGROUND
It is necessary to have a Countywide contract in place for the purchase of desktop and laptop computers, monitors and related products for use by all County departments. The Procurement and Contracts Division issued formal bid No. 16-204-002 to use as a comparative market analysis comparing vendor pricing against the State of California Department of General Services Contract No. 1-13-70-01/02/05 pricing for the acquisition of Computers and related products that meet the needs of El Dorado County. Fifty (50) Bid Notifcation Letters were mailed, four (4) to local vendors. Two qualified responses were received, none from local vendors. It has been determined through this process that using the State of California Contracts yields the best pricing and provides savings of approximately 23% over pricing from the formal bid.
ALTERNATIVES
The County could award bid No. 16-204-002 to the low qualified bidders; however this option would be more costly in terms of product pricing and would likely be more expensive administratively.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts staff worked closely with Information Technologies to ensure all products meet County specifications.
CAO RECOMMENDATION
Approve department recommendation.
FINANCIAL IMPACT
The total estimated purchases under this contract are $115,000. Funding for purchases will come from individual departments' budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
CONTACT
Sue Hennike x5577