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File #: 19-1857    Version: 1
Type: Agenda Item Status: Approved
File created: 12/12/2019 In control: Board of Supervisors
On agenda: 1/7/2020 Final action: 1/7/2020
Title: Sheriff’s Office recommending the Board approve the following: 1) Dispense with the formal bidding process in accordance with Purchasing Ordinance 3.12.16, Section D; 2) Authorize the Purchasing Agent to utilize the National Intergovernmental Purchasing Alliance (NIPA) competitively bid Contract 2018011 for the acquisition of replacement and additional tier one hard drives to increase data storage space; and 3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, CDW-G of Chicago, IL. in the amount of $198,270.00 plus applicable delivery, fees and taxes (estimated at $13,165.00) for a one-time purchase following Board approval. FUNDING: General Fund.
Attachments: 1. A - Blue Route, 2. B- Department Purchase Request, 3. C - Vendor Quote, 4. D - NIPA Contract, 5. E - CMA
Related files: 19-1571
Title
Sheriff’s Office recommending the Board approve the following:
1) Dispense with the formal bidding process in accordance with Purchasing Ordinance 3.12.16, Section D;
2) Authorize the Purchasing Agent to utilize the National Intergovernmental Purchasing Alliance (NIPA) competitively bid Contract 2018011 for the acquisition of replacement and additional tier one hard drives to increase data storage space; and
3) Authorize the Purchasing Agent to sign a purchase order to the awarded State vendor, CDW-G of Chicago, IL. in the amount of $198,270.00 plus applicable delivery, fees and taxes (estimated at $13,165.00) for a one-time purchase following Board approval.

FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In the FY 2019-20 budget, the Sheriff’s Office Fixed Asset List included monies for replacement and upgraded data storage. The original Fixed Asset List had the replacement and upgrades on two separate lines, but they were consolidated on Board Item 19-1571 after research was done demonstrating it was more cost effective to combine the two items.

Procurement and Contracts Division conducted a comparative market analysis comparing vendor pricing against National Intergovernmental Purchasing Alliance (NIPA) Contract #2018011 pricing for the acquisition of data storage that meet the needs of El Dorado County Sheriff’s Office. Quotes were received from two data storage vendors who responded and the data is attached.

Current hard drives are at end of life and will no longer be useful to the Sheriff’s Office and face potential failure in the future. The replacement drives would prevent any lapse in storage. Additionally, the purchase of upgraded and increased data storage accounts for growing needs as more information is needing to be stored and retained for extended periods of time.

Both the replacement and upgraded hard drives integrate with the current data storage system allowing for ease of implementation and a cost effective solution to...

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