Title
Information Technologies Department recommending the Board:
1) Continue to waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Exemptions from Competitive Bidding Process, section D; and
2) Authorize the continued use of State of California Department of General Services (DGS) 1-17-70-01A, Supplement 6, for the acquisition of desktop computers and related equipment; and
3) Authorize the Purchasing Agent to increase the countywide contract 2096 (blanket purchase order BP20180212) with Granite Financial Solutions, Inc. by $100,000 for a total not-to-exceed amount of $195,000 with no change in term through June 30, 2020.
FUNDING: Countywide - varies by department.
Body
DISCUSSION / BACKGROUND
Information Technologies Department recommending the Board authorize increased funding for the countywide contract #2096 (blanket purchase order BP20180212) with Granite Financial Solutions, Inc. by $100,000 for a total not-to-exceed amount of $195,000 for purchases anticipated through June 30, 2020 (expiration of contract).
Countywide contract #2096 covers the purchase of Dell desktops and PC related items on an "as requested" basis in accordance with the State of California, Department of General Services contract #1-17-70-01A, Supplements 1-6.
The original agreement, effective 01/01/18, had a not-to-exceed (NTE) amount of $30,000. Previous change orders over the life of the contract have increased the NTE to a total of $95,000.
The Information Technologies Department currently has a request from the Sheriff's Office to provide desktop replacements for an estimated total of $35,000. The remainder of the current requested NTE increase will be used to fund various department purchases for failed or unsupported computers prior to Virtual Desktop Infrastructure (VDI) conversion, or in support of converting computers from Windows 7 to Windows 10. Official support for Windows 7 ceases on January 14, 2020.
Purchasing Ordinance 3.12.160, Exemptions from Competitive Bidding Process, section D allows for exemption from competitive bidding for items where the contract was awarded utilizing a competitive bidding process substantially the same as that utilized by the County. DGS #1-17-70-01A is such a contract.
ALTERNATIVES
The Board of Supervisors could disapprove the requested increase, thereby disallowing additional computer equipment purchases. The Board could also require the County initiate its own competitive bid process. These alternatives would result in significant operational impacts to departments by delaying or disallowing computer equipment purchases.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
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 Adopted Budget for all affected departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bill O'Neill, Information Technologies