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Health and Human Services Agency (HHSA) recommending the Board authorize the Purchasing Agent to execute a Purchase Order, contingent upon approval from Risk Management and County Counsel, for the purchase of sixty (60) each of the following: Precision 3570 laptop computers, three (3) year anti-theft insurance, recycling fee, thunderbolt docking stations, and laptop bags in the total amount of $103,380.92.
FUNDING: 50% Federal Temporary Assistance for Needy Families, 26% State General Fund, and 24% 1991 Realignment.
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DISCUSSION / BACKGROUND:
The Health and Human Services Agency (HHSA) is requesting the purchase of sixty laptop computers for use in the Self Sufficiency Division. The purchase of these laptops is needed so that staff have the proper equipment to perform their required job functions and meet system requirements. The laptops will replace the current inventory in use, which were ordered in 2020 and are approaching end of life and the expiration of their warranty. The laptops meet the approved system requirements for the updated California Statewide Automated Welfare System (CalSAWS), which was not in place when the previous laptops were ordered and began their use.
This purchase will be made against FENIX contract 6826, which is a piggy-back on the State of California Department of General Services, Procurement Division’s competitively bid contract 1-22-70-31C for the provision of Personal Computer Goods-Dell Laptop Computers. On November 8, 2022 (File ID: 22-1955) the Board authorized the Purchasing Agent to extend the term, increase the value to $300,000 as needed for this purchase and other anticipated County Department purchases, and to further authorize the Purchasing Agent to increase the value of FENIX contract 6826 on an “as needed” basis during the awarded period, as long as funding is available within the requesting department’s budget. Per the El Dorado County Board of Supervisors Procurement Policy C-17, effective October 20, 2022, the purchase of goods over $100,000 falls within the Board of Supervisors authority for approval, so HHSA is bringing this item to Board.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would continue to provide services with the current laptops. Existing computers will reach their end of life and will no longer be covered by warranty. In addition, the County will be out of compliance with the agreement with CalSAWS, which requires the County to refresh hardware to ensure compatibility with CalSAWS software and associated equipment.
PRIOR BOARD ACTION:
1) 11/08/22, 22-1955, CAO - P&C - Contract 6826
2) 06/07/22, 22-0973, CAO - Budget Hearing
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by Information Technologies, CAO Purchasing and Contracts Division.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2022-23 budget for this purchase.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, Interim Director, Health and Human Services Agency