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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; #43230000-NASPO-16-ACS-SVAR; and #43220000-WSCA-14-ACS-WCSA-15-ACS) for the purchase of information technology systems equipment in the amount not to exceed $249,500 (budgeted amount) for FY 2021.
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EXPLANATION: The Information Technology (IT) Department is seeking authorization to utilize multiple contracts (Sourcewell, OMNIA Partners, and the 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 $249,500 (budgeted amount) for FY 2021.
1) Sourcewell contract RFP #081419 (formerly NJPA) was awarded to CDW-G effective December 1, 2019 through October 30, 2023 , which replaces Sourcewell contract #100614-CDW that expired November 18, 2019. 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, 2018 through February 28, 2023.
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 July 31, 2021.
4) State of Florida contract 43230000-NASPO-16-ACS-SVAR is an alternate contract source with the State of Florida, which was competitively solicited and awarded to multiple vendors through April 7, 2021.
5) State of Florida contract 43220000-WSCA-14-ACS-WCSA-15-ACS is an alternate contract source with the State of Florida, which was competitively solicited and awarded to multiple vendors through May 31, 2021.
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 may exceed $25,000, and therefore require Council approval.
Staff recommends authorization to utilize multiple contracts for the purchases of miscellaneous IT equipment at a cost not to exceed $249,500 (budgeted amount) for FY 2021.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2021 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; #43230000-NASPO-16-ACS-SVAR; and #43220000-WSCA-14-ACS-WCSA-15-ACS) for the purchase of information technology systems equipment in the amount not to exceed $249,500 (budgeted amount) for FY 2021.