Share to Facebook Share to Twitter Bookmark and Share
File #: 20-0434    Version: 1
Type: Agenda Item Status: Approved
File created: 3/13/2020 In control: Board of Supervisors
On agenda: 3/24/2020 Final action: 3/24/2020
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; 2) Authorize the continued use of State of California Department of General Services (DGS) 1-17-70-01A; 3) Approve Supplement 8 of DGS agreement 1-17-70-01A, which extends the contract through June 30, 2021 for the acquisition of desktop computers and related equipment; 4) Authorize the Purchasing Agent to increase the countywide contract 2096 (blanket purchase order BP20180212) with Granite Financial Solutions, Inc. by $150,000 for a total not-to-exceed amount of $345,000; and 5) Authorize the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget. FUNDING: Countywide - varies by department.
Attachments: 1. A - Contract 2096, Supplement 8 20-0434, 2. B - Contract 2096, Supplement 8 Approved Blue Route 20-0434
Related files: 19-1472, 22-0681

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;

2) Authorize the continued use of State of California Department of General Services (DGS) 1-17-70-01A;

3) Approve Supplement 8 of DGS agreement 1-17-70-01A, which extends the contract through June 30, 2021 for the acquisition of desktop computers and related equipment;

4) Authorize the Purchasing Agent to increase the countywide contract 2096 (blanket purchase order BP20180212) with Granite Financial Solutions, Inc. by $150,000 for a total not-to-exceed amount of $345,000; and

5) Authorize the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.

 

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 $150,000 for a total not-to-exceed amount of $345,000 for purchases anticipated through June 30, 2021, which is the revised expiration of the contract per Supplement 8.

 

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 1-8. 

 

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 $195,000. 

 

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 ceased 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

19-1472 - Previous increase to NTE and approval of Supplements 1-6.

 

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 $150,000.  Funding for computer equipment purchases is included in the FY 2019-20 or FY 2020-21 Adopted Budgets for all requesting departments.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Tonya Digiorno, Director of Information Technologies