Title
MOTION TO APPROVE THE PURCHASE OF (84) LENOVO THINKCENTRE M75Q TINY DESKTOPS, (100) LENOVO THINKCENTRE M90Q TINY DESKTOPS, AND (30) LENOVO X1 CARBON LAPTOPS FOR THE CITY'S CHARTER SCHOOLS AND VARIOUS DEPARTMENTS IN THE AMOUNT NOT TO EXCEED $199,522.36 FROM ODP BUSINESS SOLUTIONS, 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
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) 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, “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. On December 15, 2021, the City Commission approved the award of IFB # TS-21-09 “Chromebook Carts, Computers, Cameras, and Projectors for Charter Schools”, to the following vendors:
- Adorama Camera not to exceed $39,163.10
- Mvation Worldwide Inc. not to exceed $48,300
- Office Depot not to exceed $53,922.31
- Earthwalk Communications Inc. not to exceed $30,240
- AVI-SPL LLC not to exceed $24,225
2. On April 1, 2022, Mvation Worldwide Inc. reached out to the Technology Services Department and informed them that they could no longer fulfill the order of the (84) Lenovo ThinkCentre M75q-1 Tiny because the requested item has gone end of life per their supplier, Lenovo.
3. Normally, the Procurement Department would recommend moving on to the next lowest vendor; however, the remaining bids received for the Lenovo ThinkCentre M75q-1 Tiny were not approved as alternates.
4. The Procurement Department has obtained quotes utilizing the Florida Department of Management Services (DMS) contract # 43211500-WSCA-15-ACS via NASPO Valuepoint alternate source contract.
5. The Technology Services Department notified that there was a need for additional computers, so the Procurement Department also requested quotes for (100) Lenovo ThinkCentre M90q and (30) Lenovo X1Carbon Laptops.
6. The Procurement Department received the following quotes from four of the authorized resellers for the following approved manufacturer part numbers:
|
|
|
|
Insight |
ODP |
SHI |
Strictly |
|
Item Description |
Model |
QTY |
Total Cost |
Total Cost |
Total Cost |
Total Cost |
|
Lenovo ThinkCentre M75q Gen 2 Tiny |
11JN002MUS |
84 |
|
|
$62,658.12 |
$60,134.76 |
|
Lenovo ThinkCentre M75q Gen 2 Tiny |
11MY001SUS |
84 |
|
|
|
$57,213.24 |
|
Lenovo ThinkCentre M75q Gen 2 Tiny |
11JJ007TUS |
84 |
$54,546.24 |
$50,399.16 |
|
|
|
Lenovo ThinkCentre M90q Gen 2 Tiny |
11MQ002HUS |
100 |
$87,900.00 |
$85,240.00 |
$99,813.00 |
$88,316.00 |
|
Lenovo X1 Carbon Gen 9 |
20XW004GUS |
30 |
$64,620.00 |
$63,883.20 |
$69,228.90 |
$67,758.90 |
*Please note, the Procurement Department also requested quotes from CDWG and United Data Technologies, Inc. (UDT) but did not receive a response from those vendors.
7. Based on the quotes received, ODP business solutions is the lowest vendor for the requested models:
|
Vendor |
Item Description |
Model |
QTY |
Total Cost |
|
ODP Business Solutions |
Lenovo ThinkCentre M75q Gen 2 Tiny |
11JJ007TUS |
84 |
$50,399.16 |
|
ODP Business Solutions |
Lenovo ThinkCentre M90q Gen 2 Tiny |
11MQ002HUS |
100 |
$85,240.00 |
|
ODP Business Solutions |
Lenovo X1 Carbon Gen 9 |
20XW004GUS |
30 |
$63,883.20 |
|
|
|
|
|
$199,522.36 |
8. The requested computers will replace current computers that are end of life.
9. Request Commission to approve the purchase of (84) Lenovo Thinkcentre M75q Tiny desktops, (100) Lenovo Thinkcentre M90q Tiny desktops, and (30) Lenovo X1 Carbon laptops for the City's Charter Schools and various departments in the amount not to exceed $199,522.36, from ODP Business Solutions, 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: $199,522.36
b) Funding is available in accounts:
Lenovo ThinkCentre M75q Gen 2 Tiny:
171-569-5052-552653-5102-649-0000-00553 $31,199.48
171-569-5052-552653-5102-649-0000-00553 $19,199.68
Lenovo ThinkCentre M90q Gen 2 Tiny:
001-513-2002-664400-0000-000-0000-ARPA1 (Other Equipment) $85,240.00
Lenovo X1 Carbon Gen 9:
001-513-2002-664400-0000-000-0000-ARPA1 (Other Equipment) $63,883.20
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.
Reviewed by Commission Auditor.