Title
Information Technologies Department recommending the Board increase funding of the countywide contract 2172 with Hewlett Packard, Inc. by $100,000 for a total not-to-exceed amount of $600,000 for purchases anticipated through March 31, 2020, related to department equipment replacements and support needs for the implementation of Vote Centers.
FUNDING: Countywide - varies by department.
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DISCUSSION / BACKGROUND
Information Technologies Department recommending the Board increase funding of the countywide contract #2172 (blanket purchase order BP20170250) with Hewlett Packard, Inc. by $100,000 for a total not-to-exceed amount of $600,000 for purchases anticipated through March 31, 2020 (expiration of contract).
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).
Contract 2172 (originally 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.
The blanket purchase order was later increased again in July 2017 by $400,000 for a total not-to-exceed amount of $500,000 for purchases anticipated through June 30, 2018 (Legistar 17-0591), to allow for the finalization of VDI implementation as well as to complete department-led initiatives. The Board approved at this time the extension of the term of the contract to March 31, 2020 to coincide with the expiration of the California Partipicating Addendum 7-15-70-34-001 to the Western States Contracting Alliance-National Association of State Procurement Officials (WSCA-NASPO) master price agreement MNNVP-133.
Over the past two years, many departments have opted to order off this contract for laptop replacement and also kiosk replacement (replacing aging desktop computers) with thin clients as they are a much more affordable and secure alternative. This has used most of the available funds on the contract. Additional funds are required to support purchases for the current fiscal year.
In addition, implementation of Vote Centers by the Elections Department for future elections will require the use of mobile thin clients. As the County converts from traditional polling places to Vote Centers, additional technology will need to be purchased, including approximately 60 mobile thin clients. This recommended contract increase will support the Vote Center initiative and allow for the purchase of these mobile thin clients via a competitively-bid contract which offers the best end-user experience for the cost as well as a sustainable product.
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 and would impact the implementation of Vote Centers for future elections.
PRIOR BOARD ACTION
Legistar 17-0591 - Previous amendment to increase contract amount and extend the expiration date to March 31, 2020.
Item 17-0591 also confirmed the waiving of formal bid requirements in accordance with Purchasing Ordinance 3.12.160, exemptions from competitive process, Section D and authorized 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 (CPA) 7-15-70-34-001 for the acquistion of computer equipment through the awarded State vendor, Hewlett Packard, Inc. through the term of the CPA of March 31, 2020.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Information Technologies staff has worked with all County departments to identify anticipated needs under the countywide blanket purchase order through March 31, 2020.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated purchases under this contract increase are $100,000. Funding for computer equipment purchases is included in the FY 2019-20 Recommended Budget for all affected departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
David Russell, Information Technologies