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Chief Administrative Office, Procurement and Contracts Division, and 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) contract 1-17-70-02A;
3) Approve Supplement 9 of DGS contract 1-17-70-02A, which extends the contract through June 30, 2022 for the purchase of Dell laptop computers and equipment; and
4) Authorize the Purchasing Agent to extend countywide contract 2075 with PC Specialist, Inc. dba Technology Integration Group extending the contract term through June 30, 2022.
FUNDING: Various General Fund and Non-General Funds.
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DISCUSSION / BACKGROUND
The County purchases Dell laptop computers and equipment from PC Specialist, Inc. dba Technology Integration Group (TIG) through the State of California Department of General Services procurement agreement with TIG, contract 1-17-70-02A, with a contract term of 7/01/2017 through 6/30/2021. Supplement 9 has been released to extend the term though 6/30/2022.
Countywide contract 2075 piggybacks on of the DGS contract for the purchase of Dell laptop computers and equipment on an "as requested" basis. Contract 2075 originally had a not-to-exceed (NTE) amount of $40,000. Board approved change orders over the life of the contract have increased the NTE to a total of $1,815,000. As of May 7, 2021 the contract had a remaining balance of $180,566. Board approval of the term extension will allow the county to continue to utilize the DGS contract to purchase Dell laptops and equipment through 6/30/2022.
ALTERNATIVES
The Board could not approve the requested extension to the term, thereby disallowing additional laptop computer and equipment purchases after June 30, 2021. 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 laptop computer equipment purchases.
PRIOR BOARD ACTION
02/12/2019 Legistar 19-0145 - Increase contract by $100,000
09/01/2020 Legistar 20-1121 - Increase contract by $570,000
09/22/2020 Legistar 20-1194 - Increase contract by $400,000
01/12/2021 Legistar 20-1684 - Increase contract by $250,000
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There are no additional costs associated with this recommendation as it is only to extend the term of the agreement for one additional year. Funding for laptop computer equipment purchases is included in the FY 2020-21 or FY 2021-22 Adopted Budgets for all requesting departments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent