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Information Technologies Department recommending the Board consider the following:
1) Continue to waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;
2) Authorize the continued use of the Western States Contracting Alliance-National Association of State Procurement Officials (WSCA-NASPO) master price agreement MNNVP-133, and California Participating Addendum 7-15-70-34-001 for the acquisition of computer equipment (including desktop and mobile thin client devices) for the County’s Virtual Desktop Infrastructure project; and
3) Authorize the Purchasing Agent to amend countywide blanket purchase order BP20170250 with the awarded State vendor, Hewlett Packard, Inc., for the acquisition of computer equipment to:
a) Extend the term to March 31, 2020 (the expiration date of California Participating Addendum 7-15-70-34-001) and
b) Increase the blanket purchase order by $400,000 for a total not-to-exceed amount of $500,000 for purchases anticipated through June 30, 2018.
FUNDING: Countywide - Funding varies by department.
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DEPARTMENT RECOMMENDATION
Information Technologies Department recommending the Board consider the following:
1) Continue to waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D;
2) Authorize the continued use of the Western States Contracting Alliance-National Association of State Procurement Officials (WSCA-NASPO) master price agreement MNNVP-133, and California Participating Addendum 7-15-70-34-001 for the acquisition of computer equipment (including desktop and mobile thin client devices) for the County’s Virtual Desktop Infrastructure project; and
3) Authorize the Purchasing Agent to amend countywide blanket purchase order BP20170250 with the awarded State vendor, Hewlett Packard, Inc., for the acquisition of computer equipment to:
a) Extend the term to March 31, 2020 (the expiration date of California Participating Addendum 7-15-70-34-001) and
b) Increase the blanket purchase order by $400,000 for a total not-to-exceed amount of $500,000 for purchases anticipated through June 30, 2018.
DISCUSSION / BACKGROUND
On March 22, 2016, the Board of Supervisors approved the project to convert the County’s desktop PC-based infrastructure to a Virtual Desktop Infrastructure (VDI). In support of this project, the Board also waived competitive bidding requirements allowing Information Technologies to use an existing competitively bid contract for the purchase of all required software, hardware and services necessary to implement the project (Legistar 16-0141).
The Hewlett-Packard (HP) thin and mobile clients identified in the NASPO agreement are the hardware platforms that provide the best end-user experience for the cost. The management and deployment of the HP thin clients will provide consistency through the life of the project and be sustainable for many years.
This Blanket Purchase Order BP20170250 was initiated in November 2016 for $50,000 and subsequently increased in February (under Purchasing Agent authority) to $99,999 for purchases anticipated through June 30, 2017 for Hewlett Packard desktop and mobile clients in order to continue the transition of departments to the VDI infrastructure environment. Purchases using this Blanket Purchase Order will allow IT to fulfill the project plan associated with the VDI project (Legistar 16-0141) and commitments to County departments who are scheduled to transition from the desktop environment to VDI in FY 2017-18.
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 related to the VDI project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Information Technologies staff has worked with all County departments to identify anticipated needs under the countywide blanket purchase order through FY 2017-18.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated purchases under this blanket purchase order increase are $400,000. Funding for computer equipment purchases is included in the FY 2017-18 Recommended Budget for all affected departments and the projected purchases are in line with the VDI implementation spending plan as approved by the Board.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
David Russell, Information Technologies