Title
Information Technologies Department recommending the Board:
1) Continue to waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Exceptions 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 11 of DGS agreement 1-17-70-01A, which extends the contract through June 30, 2022 for the acquisition of desktop computers and related equipment; and
4) Authorize the Purchasing Agent to increase the countywide contract 2096 with Granite Financial Solutions, Inc. by $155,000, bringing the contract value to $600,000 and the contract term through June 30, 2022.
FUNDING: Various General Fund and Non-General Fund Funds.
Body
DISCUSSION / BACKGROUND
Information Technologies Department recommending the Board authorize an increased in the not to exceed amount for the countywide contract #2096 with Granite Financial Solutions, Inc. by $155,000 for a total not-to-exceed amount of $600,000 for purchases anticipated through June 30, 2022, which is the revised expiration of the contract per Supplement 11.
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 1-11.
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 $445,000. The majority of these purchases were paid with CARES funding in order to support increased telework opportunities due to the COVID pandemic.
Information Technologies Department anticipates approximately $80,000 in purchases of desktop computers and related equipment and the Sheriff's Office anticipates approximately $100,000 in purchases of desktop computers and related equipment through FY 21/22. As of May 7, 2021 the contract balance was $36,398.
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.
20-0434 - Previous extend term and increase to NTE and approval of Supplements 1-8.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts and Sheriff's Office.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated purchases under this contract increase are $180,000. Funding for computer equipment purchases is included in the FY 2020-21 Adopted and FY 2021-22 Recommended 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