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ITEM: AUTHORIZATION TO UTILIZE MULTIPLE CONTRACTS FOR THE PURCHASE OF INFORMATION TECHNOLOGY SYSTEMS EQUIPMENT
REQUEST: Authorization to utilize multiple contracts (Sourcewell RFP #081419; OMNIA Partners with the City of Mesa, AZ #2018011, and State of Florida #43211500-WSCA-15-ACS; National IPA Technology Solutions #2018011-01; Florida #AR3228 43220000-NASPO-19; Florida HP Inc NVP Computer Equipment MNNVP-133 43211500-WSCA-15-ACS; Florida HPE NVP Computer Equipment MNNVP-134 43211500-WSCA-15-ACS-E; Florida Lenovo NVP Computer Equipment 43211500-WSCA-15-ACS; and Carahsoft GSA schedule 47QSWA18D008F for the purchase of information technology systems equipment in the amount not to exceed $473,000 (budgeted amount) for FY 2023.
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EXPLANATION: The Information Technology (IT) Department is seeking authorization to utilize multiple contracts (Sourcewell, OMNIA Partners, National IPA Technology Solutions and the State of Florida) for the purchase of IT systems equipment, including desktops, laptops, tablets, monitors, security cameras, switches, firewalls, printers, and scanners as budgeted throughout the fiscal year. Staff is seeking authorization to utilize these contracts for such purchases, in an amount not to exceed $473,000 (budget amount) for FY 2023.
1. Sourcewell contract RFP #081419 (formerly NJPA) was awarded to CDW-G effective December 1, 2019 through October 30, 2024. The current contract provides a percentage discount up to 13% of CDW-G’s advertised catalog pricing.
2. OMNIA Partners contract #2018011 was awarded to the City of Mesa, AZ, as the lead agency effective March 1, 2023 through February 28, 2025.
3. State of Florida contract 43211500-WCSA-15-ACS is an alternate contract source with the State of Florida, which was competitively solicited and awarded to multiple vendors through extended expiration of July 31, 2023.
4. National IPA Technology Solutions 2018011-01 competitively solicited and awarded to CDWG effective March 1, 2023 to Feb. 28, 2025.
5. Florida HP NVP Data Communications AR3228 (AR3228 43220000-NASPO-19) is an alternative contract source with the State of Florida which was competitively solicited and awarded to multiple vendors through September 30, 2024.
6. Florida HP Inc NVP Computer Equipment MNNVP-133 43211500-WSCA-15-ACS is an alternative contract source with the State of Florida which was competitively solicited and awarded to multiple vendors through expiration July 31, 2023.
7. Florida HPE NVP Computer Equipment MNNVP-134 43211500-WSCA-15-ACS-E is an alternative contract source with the State of Florida which was competitively solicited and awarded to multiple vendors through expiration July 31, 2023.
8. Florida Lenovo NVP Computer Equipment 43211500-WSCA-15-ACS is an alternative contract source with the GSA which was competitively solicited and awarded to multiple vendors through July 31, 2023.
9. Carahsoft GSA schedule contract 47QSWA18D008F through August 21, 2023.
To ensure the best pricing at the time of purchase, the IT Department will request a quote or initiate negotiations with the awarded vendors from the contracts listed above. Due to continual changes in pricing to IT systems equipment, these contracts are designed to ensure a specific base discount and still allow better pricing through negotiations. After obtaining quotes for each individual purchase, from awarded vendors, the IT Department will negotiate to ensure the best possible price.
Staff recommends authorization to utilize multiple contracts for the purchases of miscellaneous IT equipment at a cost not to exceed $473,000 (budgeted amount) for FY 2023.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2023 Information Technology budget.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize multiple contracts (Sourcewell RFP #081419; OMNIA Partners with the City of Mesa, AZ #2018011, and State of Florida #43211500-WSCA-15-ACS; National IPA Technology Solutions #2018011-01; Florida #AR3228 43220000-NASPO-19; Florida HP Inc NVP Computer Equipment MNNVP-133 43211500-WSCA-15-ACS; Florida HPE NVP Computer Equipment MNNVP-134 43211500-WSCA-15-ACS-E; Florida Lenovo NVP Computer Equipment 43211500-WSCA-15-ACS; Carahsoft GSA schedule 47QSWA18D008F) for the purchase of information technology systems equipment in the amount not to exceed $473,000 (budgeted amount) for FY 2023.