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Home My WebLink AboutItem 4.3 - 2294 Computer & Software Supplies Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: December 4, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Authorizing Staff to Procure Computer Supplies through CDW Government, LLC (CDW-G) Prepared by: Tim Eisler, Information Systems Manager EXECUTIVE SUMMARY: The City Council will consider the use of CDW Government, LLC (CDW -G) as a City’s primary vendors for computer related software and supplies for the Cit y’s daily business operations. STAFF RECOMMENDATION: Authorize the City Manager to approve computer related software and supplies purchases annually through CDW -G. FINANCIAL IMPACT: The funding to purchase computer-related supplies is included in the General Fund Budget and Internal Service Fund Budget approved by the City Council as part of the annual budget process. DESCRIPTION: Over the last several years, the City has been engaging CDW Government, LLC (CDW - G) for computer-related purchases for daily business operations. The City has typically utilized Microsoft products provided through CDW -G for its desktop and server operating systems, office applications, and management of the yearly maintenance renewal. These products, as well as CDW -G’S customer service, have been well received by Staff. Purchases thus far in Fiscal Year 2018-19 have been under the $45,000 threshold outlined in the Municipal Code and have therefore not required City Council approval. In preparation for the next round of equipment updates, Staff is requesting the City Council’s approval to use CDW -G as a primary vendor of software and hardware products. Page 2 of 2 Section 2.36.100.A.9 of the City's Purchasing Policy provides an exemption to a competitive bidding process when another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies or equipment. In 2017, the City of Mesa, AZ, in conjunction with National IPA’s cooperative purchasing program, conducted a bidding process to offer the same pricing for software and hardware to participating Public Agencies, including California state and local government agencies (Executive Summary included as Attachment 1). As such, Staff recommends that the City Council approve the Resolution (Attachment 2) authorizing the City Manager or designee to approve such purchases in excess of $45,000 annually, for the duration of the National IPA contract till February 28, 2023, through CDW -G. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. National IPA Contract: CDW -G Executive Summary 2. Resolution Authorizing Staff to Procure Computer Supplies through CDW Government, LLC (CDW -G) Page 1 of 2 Information Technology Solutions & Services Executive Summary Lead Agency: City of Mesa, AZ Solicitation: # 2018011 RFP Issued: September 20, 2017 Pre-Proposal Date: October 3, 2017 Response Due Date: October 23, 2017 Proposals Received: 11 Awarded to: The City of Mesa, AZ Department of Procurement issued RFP # 201811 on September 20, 2017, to establish a national cooperative contract for information technology solutions and services. The solicitation included cooperative purchasing language in the SCOPE of WORK, # 2 “NATIONAL CONTRACT REQUIREMENTS: NATIONAL CONTRACT REQUIREMENTS. The City, as the Principal Procurement Agency, as defined in Attachment D, has partnered with the National Intergovernmental Purchasing Alliance Company (“National IPA”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by National IPA) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through National IPA’s cooperative purchasing program. The City of Mesa is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with National IPA as a Participating Public Agency in National IPA’s cooperative purchasing program. Attachment D contains additional information on National IPA and the cooperative purchasing agreement. Notice of the solicitation was sent to potential offerors, as well as advertised in the following: • City of Mesa website • National IPA website • USA Today, nationwide • Arizona Business Gazette, AZ • San Bernardino Sun, CA • Honolulu Star-Advertiser, HI • The Advocate – New Orleans, LA • New Jersey Herald, NJ • Las Vegas Journal Review, LV • Times Union, NY • Daily Journal of Commerce, OR • The State, SC • Deseret News, UT • Richmond Times, VA • Seattle Daily Journal of Commerce, WA • Helena Independent Record, MT Page 2 of 2 On September 20, 2017 proposals were received from the following offerors: • CDW-G • Cloudvara • Connection Public Sector Solutions • Hye Tech • Hypertech • Office Depot • PCMG • POP • SHI International • World Wide Technology • Zones The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee elected to enter into negotiations with CDW-G and proceeding with contract award upon successful completion of negotiations. The City of Mesa, AZ, National IPA and CDW-G successfully negotiated a contract and the City of Mesa executed the agreement with a contract effective date of March 1, 2018. Contract includes: A comprehensive product and service offering including desktops, notebooks, servers, software, peripherals, cloud computing, consulting/analysis, design, technical support, leasing/financing, trade- ins, repair, configuration/system configurations, implementation, training, maintenance, installation, system testing, upgrades, and imaging Term: Initial five- year agreement from March 1, 2018 through February 28, 2023 with the option to renew for two (2) additional one-year periods through February 28, 2025. Pricing/Discount: CDW-G offers a percent off catalog pricing by category. Refer to pricing document for complete details. National IPA Web Landing Pages: http://www.nationalipa.org/Pages/Contracts-search.aspx?k=cdwg ATTACHMENT 1 RESOLUTION NO. xx - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING STAFF TO PROCURE COMPUTER SUPPLIES THROUGH CDW GOVERNMENT, LLC (CDW-G) WHEREAS, the City requires software licenses and computer equipment for City operations and routinely replaces computer equipment that has reached the end of its useful life ; and annually renews software licenses; and WHEREAS, Staff desires to purchase equipment replacements and software licenses from CDW -G; and WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exceptions to the typical public bidding process when the City is able to procure items from a competitive bid process administered by another public agency; and WHEREAS, CDW -G has a valid pricing agreement, through February 2023, publicly bid by National IPA, which meets this Municipal Code provision for a publicly bid agreement; and WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of equipment with a cost greater than or equal to forty-five thousand dollars ($45,000). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure replacement computers and related equipment from CDW -G., under a purchasing agreement publicly bid by the National IPA and valid through February 2023. PASSED, APPROVED AND ADOPTED this 4th day of December, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________ Mayor ATTEST: _______________________________________ City Clerk