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Chief Administrative Office, Procurement and Contracts and Information Technologies Department recommending the Board consider the following:
1) Waive formal bid requirements in accordance Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;
2) Authorize the continued use of the following State of California, Department of General Services contracts for the acquisition of computer equipment: Contract 1-13-70-05 (computer monitors and panels), Contract 1-13-70-02B (laptop computers), and Contract 1-13-70-01B (desktop computers); and
3) Authorize the Purchasing Agent to increase countywide blanket purchase order BP20170053 by $125,000 to the awarded State vendor, PC Specialists, dba Technology Integration Group, for the purchase of laptops, monitors, desktop computers and related products for a total not-to-exceed amount of $225,000.
FUNDING: Approximately 32% General Fund, 43% Federal funds, 18% State funds, 4% fees/permits, and 3% other non-General Fund.
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts and Information Technologies Department recommending the Board consider the following:
1) Waive formal bid requirements in accordance Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;
2) Authorize the continued use of the following State of California, Department of General Services contracts for the acquisition of computer equipment: Contract #1-13-70-05 (computer monitors and panels), Contract #1-13-70-02B (laptop computers), and Contract #1-13-70-01B (desktop computers); and
3) Authorize the Purchasing Agent to increase countywide blanket purchase order BP20170053 by $125,000 to the awarded State vendor, PC Specialists, dba Technology Integration Group, for the purchase of laptops, monitors, desktop computers and related products for a total not-to-exceed amount of $225,000.
DISCUSSION / BACKGROUND
Each year, all departments work with Information Technologies to plan and include funding in departmental budgets for computer equipment purchases. Purchases include new and replacement monitors, laptops and desktop computers based on recommended “refresh” plans as funding allows, as well as changing program needs and unique requirements for computer equipment used with State and Federal programs.
A detailed staff report identifying purchases to date as well as anticipated purchases through the end of FY 2016-17 is provided as Attachment A to this item.
ALTERNATIVES
The Board of Supervisors could disapprove the requested increase and require a competitive bid, or disallow any additional computer equipment purchases. These alternatives would result in significant operational impacts to departments by delaying or disallowing future computer equipment purchases.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts staff has worked with requesting departments and Information Technologies to estimate the costs of future computer equipment purchases under the countywide blanket purchase order.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated purchases under this contract are $225,000. Funding for computer equipment purchases is included in the FY 2016-17 Adopted Budget for each department.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Terri Knowlton, Procurement & Contracts
David Russell, Information Technologies