TO: Mayor and Commissioners
FROM: Mickey Baker, IT Director
THROUGH: Mark R. Lauzier, City Manager
DATE: June 19, 2018
Title
APPROVAL OF PURCHASE OF INFORMATION TECHNOLOGY EQUIPMENT THROUGH PIGGYBACK OF THE STATE OF FLORIDA CONTRACTS AND AGREEMENTS IN THE AMOUNT OF $2,000,000 THROUGH SEPTEMBER 2020
Recommendation
Recommended Action:
Motion to Approve purchases in the amount of $2,000,000 from State of Florida Contracts and Agreements at the approved rates from various approved vendors that provide equipment and services at the best prices through September 2020.
Body
Background:
The Information Technology (IT) Department is responsible for the technology governance, infrastructure and functionality of the City. This includes communications, applications, networks, computers, cameras, television etc.… Thus, the IT Department diagnoses and resolves technology problems, assists in configuration of our technology systems, and ensures that the City possesses the best technology for over twenty (20) facilities. The IT Department purchases equipment including laptops, workstations, tablets, monitors, printers, servers, disk drives, software, cables, accessories, storage, peripherals, memory and many others.
For the last two (2) years the IT Department has spent the following on the goods and services included in the desired contracts:
|
Fiscal Year |
Amount |
|
2016-2017 |
$983,872 |
|
2017-2018 (Year to Date) |
$557,255 |
The City of Delray Beach (City) Purchasing Policies Manual allows for contracts to be awarded by accessing the goods or services from any State of Florida contract, contracts from any subdivisions, other County and municipal contracts, or from any other governmental entity (other than the Federal government, with the exception of GSA Schedule 70 for Technology, Schedule 84 for Security and Law Enforcement Equipment (alarm/signaling systems firefighting and rescue equipment, law enforcement and security equipment) and GSA Schedule 1122 Equipment for Homeland Security), and from Not-For-Profit Organizations; provided the item or service is not available through an existing City contract, and was competitively solicited.
There are five (5) Florida Statewide Contracts and one (1) General Services Administration Contract that have been approved and competitively bid by the Florida Department of Management Services (Management Services) for the acquisitions of Information Technology Equipment and Services. These contracts establish pricing to be used for individual products and services as well as the participating vendors/resellers from which these products and services may be acquired. Each Management Services contract includes master agreements and pricing with participating contractors and vendors which are leaders in the Information Technology area. By the IT equipment being competitively bidded, the City is ensured that it is receiving the lowest possible price since State contracts involves substantial numbers of users.
The specific Contractors / Vendors being requested are listed below.
Based upon prior purchases, the City of Delray Beach Information Technology Department is requesting approval to purchase up to $2,000,000 of Information Technology equipment through piggyback of the Florida Statewide Contracts through September 30, 2020. The requested amount of each contract being requested are listed below.
Individual Vendor Agreements to the State Contract will be provided as procurement documentation. Purchases made through ITB, RFP, RFQ, or any single item procurement greater than stated in the Purchasing Policy Manual will be brought to Commission for approval separate from these contract amounts as required.
Attachments:
GSA 70 Florida Vendors
Order sheet 2016
Order sheet 2017
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
001-16-000-516.31-90 Professional Services
001-16-000-516.41-12 Communication Services
001-16-000-516.44-30 Rentals & Leases Equipment
001-16-000-516.46-15 Repair and Maintenance Service Equipment
001-16-000-516.46-40 Repair and Maintenance Services Other
001-16-000-516.46-41 Repair and Maintenance Services Police IT
001-16-000-516.51-20 Office Supplies Office Equipment < $5000
001-16-000-516.51-25 Office Supplies Computer Software
001-16-000-516.54-10 Books Pubs Subs & Memberships Books & Publications
001-16-000-516.54-11 Books Pubs Subs & Memberships Subscriptions
001-16-000-516.54-30 Books Pubs Subs & Memberships Training & Education
Capital Improvement Plan Budget