Title
MOTION TO APPROVE THE PURCHASE OF THIRTY-FIVE (35) LENOVO THINKPAD LAPTOPS FROM Y&S TECHNOLOGIES, UTILIZING OMNIA PARTNERS PUBLIC SECTOR CONTRACT # 01-146 (FORMERLY THE NATIONAL COOPERATIVE PURCHASING ALLIANCE), IN AN AMOUNT NOT TO EXCEED $47,223.75, 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 $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 City of Pembroke Pines Charter Schools need to purchase new Lenovo ThinkPad laptops to ensure that students and staff have access to up-to-date educational tools. These devices will be used to support digital learning, improve instructional delivery, and meet the increasing technological demands of the school environment.
2. The Procurement 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 includes discounts off the retail price and was awarded on December 1, 2022, with an expiration date of November 30, 2025, and the option to renew for five additional one-year periods.
4. The Procurement Department requested quotes, from all fourteen vendors listed on the contract, for thirty-five (35) Lenovo ThinkPads (Part # 21LS0058US). Quotes were received from the following vendors:
|
Vendor |
Items |
SKU |
QTY |
Price per Unit |
Total Cost |
|
Y&S Technologies |
Lenovo |
21LS0058US |
35 |
$1,349.25 |
$47,223.75 |
|
Applied Data Tech |
Lenovo |
21LS0058US |
35 |
$1,399.00 |
$48,965.00 |
Based on the contract, ThinkPads are entitled to a 24% discount off of list price. Lenovo’s list price for this item is $1,819 and the minimum discounted price per unit we can accept is $1,382.44. Thereby Y&S Technologies quoted us within contract. Applied Data Tech’s quote was not within the contract terms.
5. Request Commission to approve the purchase of thirty-five (35) Lenovo ThinkPad laptops from Y&S Technologies, utilizing Omnia Partners Public Sector Contract # 01-146 (formerly the National Cooperative Purchasing Alliance), in an amount not to exceed $47,223.75, pursuant to Section 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $47,223.75.
b) Amount budgeted for this item in Account No: Funds are available in Acct:
Noncapital Computer Equipment 173-569-5061-552653-5101-649-0000- $32,382.00
Noncapital Computer Equipment 173-569-5061-552653-5102-649-0000- $14,841.75
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.