TO: Mayor and Commissioners
FROM: Jay Stacy, Chief Technical Director
THROUGH: Terrence Moore, City Manager
DATE: September 18, 2023
Title
APPROVAL OF RESOLUTION NO. 158-23 TO AWARD AN AGREEMENT TO DELL MARKETING LP, FOR PURCHASE OF TECHNOLOGY PRODUCTS, SERVICES AND SOLUTIONS; UTILIZING REGION 14 EDUCATION SERVICE CENTER, AVAILABLE THROUGH NATIONAL COOPERATIVE PURCHASING ALLIANCE PURSUANT TO RFP NUMBER 45-42. - $200,000 ANNUAL.
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Recommended Action:
Recommendation
Motion to approve Resolution No. 158-23 to award an Agreement to Dell Marketing LP, for the purchase of technology products, services and solutions in the estimated amount of $200,000 per year through November 30, 2025 ($400,000 total), utilizing the Region 14 Education Service Center, on behalf of itself and other Government Agencies and made available through the National Cooperative Purchasing Alliance (NCPA) pursuant to Request for Proposal (RFP) No.45-42, contingent on appropriations of funds.
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Background:
In accordance with RFP. 45-42 Region 14 Education Service Center entered into a three (3) year Agreement, Contract # 01-143, with Dell Marketing LP, for technology solutions, products and services effective December 1, 2022, through November 30th, 2025, with the option to renew for five (5) additional one (1) year terms upon execution of a written amendment and acceptance of both parties. The City desires to procure these services from Dell Marketing utilizing existing contract prices provided to Region 14 Education Service Center, on behalf of itself and other Government Agencies and made available through the National Cooperative Purchasing Alliance (NCPA) pursuant to Request for Proposal (RFP) No.45-42.
This purchase is part of the City's annual PC replacement plan. The City must stay current with computer technology to run the latest versions of supported user software and also to properly run necessary cybersecurity software and protocols. Dell has been standardized by the City for the past eight (8) years for services and desktop and laptop computers and peripherals. This Agreement provides best available pricing while saving time and money in the procurement process.
There are Five (5) additional one (1) year renewal options available in this Agreement.
Attachments:
1. Resolution No 158-23
2. Agreement with Dell Marketing
3. Dell Award Letter
4. Dell Agreement
5. Legal Review Checklist
Financial Impact:
|
Estimated Contract Value |
|
Contract Term |
Upon full execution - Nov 30, 2025 |
$400,000 |
|
Renewal Term |
Dec 1, 2025 - Nov 30, 2030 |
$1,000,000 |
|
Total Estimated Contract Value: |
$1,400,000 |
This motion is in accordance with City Code of Ordinances Section 36.02, Accessing contracts from other Government Agencies and Not-For-Profit Organizations
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from Accounts:
001-16-000-516.31-90, Professional Services
001-16-000-516.46-15, Service Equipment Maintenance
001-16-000-516.46-40, Other Repair Maintenance
001-16-000-516.51-20, Office Equipment < $5,000
001-16-000-516.51-25, Computer Software
001-16-000-516.54-11, Subscriptions
Funds are available in Other Department Accounts to purchase computer equipment Citywide
Time Sensitive:
No time sensitivity concern.