TO: Mayor and Commissioners
FROM: Jeffrey Goldman, Police Chief
THROUGH: Mark R. Lauzier, City Manager
DATE: April 3, 2018
Title
RESOLUTION NO. 38-18: APPROVAL OF AGREEMENT WITH CDW-GOVERNMENT, LLC FOR PURCHASES OF TECHNOLOGY PRODUCTS AND ACCESSORIES UTILIZING NATIONAL JOINT POWERS ALLIANCE (NJPA) CONTRACT #100614-CDW
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 38-18 approving an agreement with CDW-Government, LLC for purchases of technology products and accessories, in a total not-to-exceed amount of $300,000 for the term of the contract, utilizing National Joint Powers Alliance (NJPA) contract #100614-CDW
Body
Background:
On December 1, 2014 the National Joint Powers Alliance (NJPA) entered into an agreement with CDW-Government, LLC for purchases of technology products and accessories. The agreement is valid for four (4) years and expires on November 30, 2018, with an option to extend for one (1) additional year. The National Joint Powers Alliance (NJPA) competitively bid purchases of technology products and accessories through an RFP #100614.
National Joint Powers Alliance is a national public service agency committed to serving its members nationally and locally through a variety of valued programs. As a public agency, they provide cooperative purchasing solutions that assist Government and Education entities as they strive for efficient public service. NJPA’s cooperative contract purchasing leverages the national purchasing power of more than 50,000 member agencies while also streamlining the required purchasing process. As a municipal national contracting agency, NJPA establishes and provides nationally leveraged and competitively solicited purchasing contracts under the guidance of the Uniform Municipal Contracting Law.
The Police Departments is requesting approval to utilize the NJPA's contract #100614-CDW which will provide for a time and cost effective method for purchases of in-car video systems for both the new vehicle additions to the fleet as well as replacement vehicles purchased through a replacement schedule. For current fiscal year, it is estimated that a total of thirty-one (31) in-car video systems will be needed, for a total cost estimated at $192,000. Out of thirty-one (31) vehicles, five (5) are recently approved new additions to the fleet that are needed due to staffing increase, and twenty-six (26) are replacement vehicles that are being replaced due to age, condition, and mileage, through a replacement schedule. Ten (10) of the replacement vehicles have been approved and ordered at the end of the prior fiscal year and sixteen (16) are planned to be purchased before the end of the current fiscal year. The NJPA's contract is also able to be utilized for any other technology related purchases such as cables, monitors, computers, laptops, keyboards, and other accessories needed for a daily operation of the Police Department. The estimated not-to-exceed amount would cover purchases of in-car video systems needed, as well as any other items that may be needed in the future, on as-needed basis, and is subject to budget appropriations and availability of funds.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
For the five (5) recently approved new vehicles, funding is not available in the General Construction Fund account 334-21-110-521.64-90 (Police/Other Machinery/Equipment) used for new equipment purchases. Because of a policy decision, the only items requested to be funded in the General Construction Fund for the Capital Improvement Project (CIP) FY 17/18 budget that were approved, were projects that will be paid for by the Delray Beach Community Redevelopment Agency (CRA). Therefore, this purchase is being funded by the General Fund reserves through a budget transfer to a General Construction Fund account 334-21-110-521.64-90.
For the twenty-six (26) replacement vehicles, funding was requested in the Garage Fund.