Title
MOTION TO APPROVE THE PURCHASE OF NINE SURFACE LAPTOP STUDIO, FROM INSIGHT PUBLIC SECTOR UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE #43211500-WSCA-15-ACS VIA NASPO VALUEPOINT AND NINE (9) SURFACE DOC 2 VIA OPEN MARKET QUOTES FROM INSIGHT PUBLIC SECTOR IN THE AMOUNT NOT TO EXCEED $18,669.24; SIXTY NINE (69) LENOVO THINKCENTRE M90Q TINY DESKTOPS FROM ODP BUSINESS SOLUTIONS, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE # 43211500-WSCA-15-ACS VIA NASPO VALUEPOINT IN THE AMOUNT NOT TO EXCEED $90,821.25, FOR A TOTAL AMOUNT NOT TO EXCEED $109,490.49 PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.18(C)(5) states, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Public Services Department, Procurement Department, and Utilities Division are requesting the purchase of new desktops, laptops and docking stations to replace the current computers being utilized, which have become end of life.
2. The Procurement Department has obtained quotes from the following vendors:
|
Description |
Part Number |
QTY |
Zones |
SHI |
Insight |
CDWG |
ODP |
|
Surface Laptop Studio |
ABR-00026 |
9 |
$ 17,550.00 |
$ 18,148.50 |
$ 16,915.32 |
$ 18,045.00 |
NA |
|
Surface Laptop Studio |
ABR-00001 |
9 |
$ 17,550.00 |
$ 18,148.50 |
$ 16,915.32 |
$ 18,045.00 |
NA |
|
Surface Doc 2 |
Surface Doc 2 |
9 |
$ 1,800.00 |
$ 1,856.97 |
$ 1,753.92 |
$ 1,791.00 |
NA |
|
Kensington Docking Station |
K62917NA |
9 |
$ 3,015.00 |
$ 3,644.01 |
$ 3,428.46 |
$ 3,015.00 |
NA |
|
Desktop TC M90q I9 |
11CR002TUS |
69 |
NA |
NA |
$103,009.41 |
$101,706.00 |
$90,821.25 |
Note: Quotes are separated by brand (Lenovo, Microsoft) because the NASPO contracts are separated by brand.
3. Quotes were obtained for two different options for the Surface Laptop Studio's necessary docking station. The Kensington SD7000 Surface Pro Docking Station is part of the Microsoft NASPO contract; however, the Surface Doc 2 is not. The decision was made to move forward with the Surface Doc 2. The cost of the Surface Doc 2 docking stations is under five thousand dollars, so they will be purchased under the open market procurement rules.
4. Quotes were obtained for two different options for the Surface Laptop Studios Model # ABR-00026 and Model # ABR-0001. The City is moving forward with the purchase of Model # ABR-0001 as it is the latest model, comes with latest version of the operating system (Windows 11). Additionally, Model # ABR-0001 is available in stock.
5. Request Commission to approve the purchase of nine Surface Laptop Studio, from Insight Public Sector utilizing pricing established by the State of Florida Alternate Contract Source # 43211500-WSCA-15-ACS via NASPO Valuepoint and nine (9) Surface Doc 2 via open market quotes from Insight Public Sector in the amount not to exceed $18,669.24; sixty nine (69) Lenovo Thinkcentre M90q Tiny desktops from ODP Business Solutions, utilizing pricing established by the State of Florida Alternate Contract Source # 43211500-WSCA-15-ACS via NASPO Valuepoint in the amount not to exceed $90,821.25, for a total amount not to exceed $109,490.49, pursuant to Section 35.18(C)(5), of the City's Code of Ordinances.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $109,490.49
b) Funding is available in accounts:
|
Description |
QTY |
Unit Price |
Extd. Price |
Vendor |
Account Coding |
|
Desktop TC M90q I9 |
51 |
$1,316.25 |
$67,128.75 |
ODP |
001-519-6001-664039-0000-000-0000 (Micro Computer/Comptr Eqpt) |
|
Desktop TC M90q I9 |
17 |
$1,316.25 |
$22,376.25 |
ODP |
471-536-6010-664039-0000-000-0000 (Micro Computer/Comptr Eqpt) |
|
Desktop TC M90q I9 |
1 |
$1,316.25 |
$1,316.25 |
ODP |
001-513-2002-664400-0000-000-0000-ARPA1 (Other Equipment) |
|
Surface Laptop Studio |
9 |
$1,879.48 |
$16,915.32 |
Insight |
001-513-2002-664400-0000-000-0000-ARPA1 (Other Equipment) |
|
Surface Doc 2 |
9 |
$194.88 |
$1,753.92 |
Insight |
001-513-2002-664400-0000-000-0000-ARPA1 (Other Equipment) |
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.