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ITEM: (1) AUTHORIZATION TO UTILIZE MULTIPLE CONTRACTS FOR THE PURCHASE OF INFORMATION TECHNOLOGY SYSTEMS EQUIPMENT; AND (2) AUTHORIZATION TO ENTER INTO A LEASE AGREEMENT TO REPLACE AN EXISTING AS400 SERVER
REQUEST: (1) Authorization to utilize multiple contracts (National Joint Powers Alliance - NJPA #100614, National Intergovernmental Purchasing Alliance - NIPA #130733, and State of Florida #43211500) for the purchase of information technology systems equipment in the amount not to exceed $331,000 (annual budgeted amount); and (2) Authorization to enter into a three year lease to replace an existing AS400 server with an IBM server from SPSVAR, LLC, at an initial cost of $47,250.
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EXPLANATION: The Information Technology (IT) Department is seeking authorization to:
1) Utilize multiple contracts (NJPA, NIPA, and State of Florida) for the purchase of IT systems equipment, including PC’s, laptops, tablets, monitors, as budgeted throughout the fiscal year. Staff is seeking authorization to utilize these contracts for such purchases, in an amount not to exceed $331,000 (FY 2019 annual budgeted amount).
a. NJPA contract #100614 was awarded to CDW-G effective through November 18, 2019. The contract provides a percentage discount up to 11% off CDW-G’s advertised catalog pricing.
b. NIPA contract #2018011-01 was awarded to CDW-G by the City of Tucson, AZ, as the lead agency, effective through February 28, 2023.
c. State of Florida contract #43211500-WCSA-15-ACS is an alternate contract source with the State of Minnesota, which was competitively solicited and awarded to multiple vendors and recently extended through March 31, 2020.
In an attempt 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. Depending on the need, some of the individual purchases of IT equipment, during the fiscal year will exceed $25,000, and therefore Council approval is required.
2) Enter into a three (3) year lease with SPSVAR, LLC, to replace an existing AS 400 server (end of life in 2019) with a new IBM server from SPSVAR, LLC, who is the sole source provider (letter attached) for Superion-IBM hardware. The initial three (3) year lease includes hardware machine, maintenance, block of services hours, and total care recovery. The total cost over the three (3) year lease is $47,250 ($15,750 per year). The Village may choose to extend the lease for two (2) additional years at a cost of $25,000.
Staff recommends authorization to (1) Utilize multiple contracts for the purchase of miscellaneous IT equipment at a cost of $331,000 (budgeted amount) for FY 2019; and (2) Enter into a three (3) year lease with SPSVAR, LLC, for the purchase of a new IBM server at an initial cost of $47,250.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2019 Information Technology budget and the General Fund and Water and Wastewater Services fund.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize multiple contracts (National Joint Powers Alliance - NJPA #100614, National Intergovernmental Purchasing Alliance - NIPA #130733, and State of Florida #43211500) for the purchase of information technology systems equipment in the amount not to exceed $331,000 (annual budgeted amount); and (2) Authorization to enter into a three year lease to replace an existing AS400 server with an IBM server from SPSVAR, LLC, at an initial cost of $47,250.