TO: Mayor and Commissioners
FROM: Jay Stacy, Information Technology Director
FROM: Chief Javaro Sims, Police Chief
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: December 1, 2020
Title
APPROVAL OF RESOLUTION NO. 107-20 TO AWARD AN AGREEMENT TO CDW GOVERNMENT LLC FOR PURCHASE OF TECHNOLOGY PRODUCTS, SERVICES AND SOLUTIONS; UTILIZING CITY OF MESA, ARIZONA SOLICITATION NO. 2018011 - $1,900,000
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Recommended Action:
Recommendation
Motion to approve Resolution No. 107-20 to award an Agreement to CDW Government LLC for the purchase of technology products, services and solutions in the estimated amount of $1,600,000 for the Police Department and $300,000 for the Information Technology Department through February 28, 2023, utilizing the City of Mesa, Arizona Solicitation No. 2018011, and authorize the City Manager to approve renewal options, in the amounts below, contingent on appropriations of funds.
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Background:
On March 1, 2018, the City of Mesa, Arizona awarded a five (5) year Agreement for technology products, services and solutions to CDW Government LLC, with the option to renew the Agreement for two (2) additional, one (1) year periods.
The IT Department and the Police Department have an ongoing need to purchase technology products, services, and solutions. The Police Department currently utilizes Panasonic Toughbook laptops for all sworn employees to perform regular daily duties. The current laptops for sworn employees are in their sixth year of use and are expected to be replaced sometime during the initial term of this contract, contingent on the Capital Improvement Project (CIP) budget approval. The estimated cost of the laptops currently is about $1,000,000. CDW has been identified as one of the vendors that could provide the quote for the new laptops if the replacement of the sworn laptops is approved through the CIP, therefore the amount for the initial term includes the potential replacement cost. The rest of the amount is estimated for the various purchases of technology products, solutions, and services that could come up during the initial term of the contract. CDW Government represents the majority of manufacturers used by the City for that purpose. The City of Mesa Agreement provides best available pricing while saving time and money in the procurement process.
Should the City exercise the renewal options provided in the Agreement, the cumulative Agreement value is provided below.
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
Other Department Accounts
PD Department Accounts
CIP Accounts
Time Sensitive:
No time sensitivity concern.