Title
MOTION TO APPROVE THE PURCHASE OF EIGHTEEN (18) PANASONIC TOUGHBOOK COMPUTERS WITH PROTECTION PLUS COVERAGE FOR THE CITY'S FIRE DEPARTMENT IN THE AMOUNT NOT TO EXCEED $52,622.64, FROM INSIGHT PUBLIC SECTOR, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE #43211500-WSCA-15-ACS VIA NASPO VALUEPOINT, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
- 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 regarding "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)(5) states that, "Utilization of other governmental agencies' contracts. 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 this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is regarding "AWARD OF CONTRACT."
- Section 35.21(A) is regarding "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 Fire Department is requesting approval to purchase eighteen (18) Panasonic Toughbook Computers.
2. The new computers would be replacing the current ones which are now end-of-life.
3. The Fire Department would like to utilize the State of Florida Alternate Source Contract # 43211500-WSCA-15-ACS for "Computer Equipment, Peripherals, and Services".
4. The State of Florida utilizes an Alternate Contract Source (ACS) for the purchase of Computer Equipment, Peripherals, and Services for State of Florida Agencies and other eligible users utilizing the NASPO ValuePoint Master Agreement # MNWNC-124.
5. The State of Minnesota, Department of Administration, Materials Management Division publicy conducted a Request for Proposal on behalf of the State of Minnesota and the National Association of State Procurement Officials Cooperative Procurement Program (NASPO ValuePoint) resulting in Master Agreement number MNWNC-124.
6. The State of Florida entered into a Participating Addendum (43211500-WSCA-15-ACS) to the NASPO ValuePoint Cooperative Procurement Program Master Agreement (MNWNC-124) with Panasonic, Administered by the State of Minnesota.
7. The State of Florida Alternate Source Contract # 43211500-WSCA-15-ACS for "Computer Equipment, Peripherals, and Services" expires on July 31, 2022.
8. The Fire Department has obtained a quote from Insight Public Sector, utilizing the State of Florida alternate contract source #43211500-WSCA-15-ACS via NASPO Valuepoint, as they are an authorized reseller of Panasonic. The quote is for a total amount not to exceed $52,622.64, and includes $4,847.94 for the Panasonic Protection Plus - Accidental Damage Coverage for three (3) years.
9. Request Commission to approve the purchase of eighteen (18) Panasonic Toughbook computers with protection plus coverage for the City's Fire Department in the amount not to exceed $52,622.64, from Insight Public Sector, utilizing pricing established by the State of Florida alternate contract source #43211500-WSCA-15-ACS via NASPO Valuepoint, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $52,622.64.
b) Amount budgeted for this item in Account No: Funding is available in FY 2021-22 Budget in account # 001-529-4003-664057-0000-000-0000: Laptop or Tablet - Rescue
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.