Title
MOTION TO APPROVE THE PURCHASE OF SEVENTY-FIVE (75) LENOVO THINKPADS FROM Y&S TECHNOLOGIES, UTILIZING OMNIA PARTNERS LENOVO - TECHNOLOGY SOLUTIONS, PRODUCTS AND SERVICES REGION 14 ESC-TX 01-146, IN AN AMOUNT NOT TO EXCEED $157,817.25, PURSUANT TO SECTION 35.18(C)(6) 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.”
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(6) states that “Cooperative purchasing. Cooperative purchasing plans are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is regarding "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 $100,000, 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 City of Pembroke Pines Charter Schools has identified the need to purchase new Lenovo ThinkPads to ensure that students and staff have access to modern, reliable technology resources that support instructional and career-focused learning initiatives.
The Schools have been awarded a Capital (CAP) Grant to support strategic investments in instructional technology and specialized equipment that enhance career and technical education programs. The grant is intended to provide students with access to modern, industry-standard tools and learning environments that better prepare them for post-secondary education, professional certifications, and workforce readiness.
This grant investment strengthens multiple educational programs by aligning training environments with real-world industry standards. It equips Emergency Medical Responder (EMR) students with field-ready, industry-grade tools that mirror Fire Rescue operations, modernizes the Applied Information Technology program with a professional digital ecosystem to support creative and publishing industry demands, and upgrades Information Technology Specialist hardware to high-performance systems that enable students to run advanced software applications and pursue industry certifications.
The new laptops will support digital learning initiatives, enhance instructional delivery, and help meet the growing technological demands of today's educational environment while improving productivity, collaboration, and access to educational applications and online resources across the school system.
2. The Procurement and Sustainability Department identified a competitively solicited contract with established pricing through Omnia Partners, Public Sector Contract # 01-146. This contract was originally procured by the National Cooperative Purchasing Alliance (NCPA) with Region 14 Education Service Center serving as the lead agency. In December 2022, Omnia Partners announced the acquisition of NCPA.
3. The agreement, which provides discounts off retail pricing, was awarded on December 1, 2022, with an initial term through November 30, 2025. The agreement includes five additional one-year renewal options. The first renewal option has been exercised, extending the agreement through November 30, 2026.
4. The Procurement and Sustainability Department requested quotes, from all thirty-one vendors listed on the contract, for seventy-five (75) Lenovo ThinkPads Model # 21WN00C0US.
Quotes were received from the following vendors:
|
Vendor |
Qty |
Unit Cost |
Total Cost |
|
Y&S Technologies |
75 |
$ 2,104.23 |
$ 157,817.25 |
|
Unistar-Sparco Comp. |
75 |
$ 2,196.00 |
$ 164,700.00 |
|
Howard Technologies |
75 |
$ 2,321.00 |
$ 174,075.00 |
|
DHE Computer Systems |
75 |
$ 2,620.20 |
$ 196,515.00 |
|
RTI Inc |
75 |
$ 2,567.00 |
$ 192,525.00 |
|
Arey Jones Educational |
75 |
$ 2,680.08 |
$ 201,006.00 |
Y&S Technologies submitted the lowest quotation among all vendors that responded to the request for quotes. Under the applicable contract terms, Lenovo ThinkPad products are eligible for a minimum discount of 24% off the manufacturer's list price. The Procurement and Sustainability Department reviewed the quoted pricing and verified the applicable contract discounts, confirming that Y&S Technologies provided a discount exceeding the minimum required under the contract and is therefore compliant with the contract terms.
5. Request Commission to approve the purchase of seventy-five (75) Lenovo ThinkPads from Y&S Technologies, utilizing Omnia Partners, Public Sector Contract # 01-146 in an amount not to exceed $157,817.25, pursuant to Section 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $157,817.25
b) Amount budgeted for this item in Account No: Upon commission approval a budget amendment will be processed increasing the 2026-27 adopted budget for the following Academic Village Charter School Revenue and Expenditure accounts:
Cap Grant (Revenues) -172-000-5053-334695-3316-000-0000-00000 -$157,817.25
Non-capital Computer Equipment (Expenditure) 172-569-5053-552653-5103-649-0000-00000 - $157,817.25
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.