Agenda 01/08/2013 Item #16E 7 1/8/2013 Item 16.E.7.
EXECUTIVE SUMMARY
Recommendation to authorize the purchase of computer hardware replacement up to
$200,000 utilizing National IPA Contract#083052-1
OBJECTIVE: To procure computers (PC)hardware throughout Fiscal Year 2013.
CONSIDERATIONS: The County departments, including the Information Technology
Department (IT), purchase PCs on a regular basis. These PCs are used to replace aging
computers, broken computers and to meet new business needs. The County has a number of
computers that are no longer covered by warranty service agreements. IT will be purchasing PCs
in the amount of$74,181 to replace failed PCs no longer covered by warranties or that no longer
meet business requirements.
The IT Department requested quotations utilizing National IPA Contract #083052-01 for
replacement computers. The request for quote was sent to seven (7) different vendors. Three
vendors did not respond, one vendor declined, and one vendor's prices were not competitive,
they did not meet the minimum specifications, or did not submit a bid for a particular model.
CDW-G was the lowest bidder, of the two remaining vendors, for the computer model
specifications established.
The IT Department is requesting authorization to utilize National IPA Contract #083052-01 for
these purchases. This agreement leverages the purchase power of the National IPA Contract to
provide best value pricing and terms. The IT Department requested quotes consistent with the
Board's Purchasing Policy. The quotes have been provided to the Purchasing Department for
final review and approval and attached in the County's Financial System (SAP) for pre-audit
review by the Clerk's Finance Department.
Attached is a copy of the Computer Quote Summary. Staff recommends the use of this Contract
for the procurement of the aforementioned information technology hardware at a competitive
price, using an efficient and streamlined process for the County. The IT Department will issue a
County purchase order, along with its standard terms and conditions to execute this order.
The Purchasing Director has determined, per the Board's Purchasing Policy (XIV B), that the
process conducted by the National WA Contract, is competitive in the market, and that the
resultant contract has favorable terms to the County with respect to pricing, shipping, service and
warranties, etc. In addition, the "Piggyback" use of the established National IPS Contract
#083052-01 allows for the County to consolidate its purchases with other public agencies and
streamline its own purchasing processes.
FISCAL IMPACT: Funds are available in the Information Technology Department fiscal year
2013 budget and in other department budgets for these purchases.
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1/8/2013 Item 16.E.7.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
requires majority vote, and is legally sufficient for Board action. —CMG
RECOMMENDATION: Authorize the Information Technology Department and other County
departments to purchase Computers utilizing the National IPA Contract#083052-01 from CDW-
G as the lowest bidder from those vendors who submitted quotes. Fiscal impact not to exceed
$200,000.
PREPARED BY: Gary Kendall, Service Desk Supervisor
Attachments: Computer Quote Summary
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1/8/2013 Item 16.E.7.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7.
Item Summary: Recommendation to authorize the purchase of Computer replacements
up to $200,000 utilizing National IPA Contract#083052-01.
Meeting Date: 1/8/2013
Prepared By
Name: BerriosMike
Title: Manager-Network Operations,Information Technology
12/12/2012 10:35:24 AM
Approved By
Name:JohnsonScott
Title: Purchasing Agent,Purchasing&General Services
Date: 12/14/2012 10:42:27 AM
Name: MarkiewiczJoanne
Title: Manager-Purchasing Acquisition,Purchasing&Gene
Date: 12/15/2012 8:46:36 PM
Name: WardKelsey
Title: Manager-Contracts Administration,Purchasing&Ge
Date: 12/17/2012 8:57:11 AM
Name: pochopinpat
Title: Administrative Assistant,Facilities Management
Date: 12/17/2012 12:42:59 PM
Name: PriceLen
Title:Administrator, Administrative Services
Date: 12/21/2012 4:55:37 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 12/28/2012 3:08:13 PM
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1/8/2013 Item 16.E.7.
Name:KlatzkowJeff
Title: County Attorney
Date: 12/28/2012 3:21:45 PM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 12/28/2012 4:26:28 PM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 12/31/2012 9:40:58 AM
IOW
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1/8/2013 Item 16.E.7.
Cooperative Governmental/Consortium Agreement Form
("Piggyback")
Collier County Solicitation Reference: City of Tucson AZ, RFP 083052
Vendor(s): CDWG
Information` Description_:.
Items Reviewed (Aiiowable per BCC=Purchasing Policy XIV B"best-interest of the County"
1. Sponsor Agency City of Tucson AZ Purchasing Department
2. Sponsor Agency 520-791-4217
Contact
3. Web Site (if www.tucsonaz.gov/procure
applicable)
4. Award Date Aug 18, 2008
5. Scope of Services Technology categories and specific systems
6. Expiration Date 8/17/2009
7. Renewal Options Yes, 4 one year periods (valid until 8/17/2013)
8. Piggyback Clause Yes
(in solicitation or
contract)
9. Competitive Event RFP
10. Competition Received 6 Proposals
Summary
11. ITB Tab Sheet/
RFP Ranking Sheet
12. Vendors Awarded CDWG;
13. Attached
Documents for
County Attorney _
14. Anticipated County $200,000.00
Annual Spend
15. Rationale for Use Solicited through City f Tucson AZ; solicitation sales volume netted price
savings for the County given the number of public agencies participating;
reduced the number of staff hours and vendor dollars in putting together a
response to a specific Collier County solicitation.
The Purchasing Director certifies that the attached contract for RFP 083052 Information Technology
Solutions was competitively solicited by City of Tucson AZ according to the Board's Purchasing Policy
XIV B and that the terms and conditions of the purchase are competitive in the market and favorable
to the Cou
f//z9/zo/z
(Procurement Professional review and approval) (Date)
Qh c74-
(Purc• - •i• eneral Se es Director r approval) (Date)
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1/8/2013 Item 16.E.7.
NATIONAL 1 PA
Information Technology Solutions
Executive Summary
Lead Agency:City of Tucson,AZ Solicitation: RFP 083052
RFP Issued:January 23,2008 Pre-Proposal Date:February 4,2008
Date Open:February 21,2009 Proposals Received:6
Awarded to:
The City of Tucson Department of Procurement issued RFP 083052 on January 23,2008 to establish a
national cooperative contract for Information Technology Solutions,which includes desktops,servers,
software,supplies and services.
Notice of the solicitation was sent to approximately 1100 potential offerors,and advertised on the
following:
• City of Tucson,AZ Department of Procurement website
• National IPA website
On February 21,2008,proposals were received from the following offerors:
CDWG
CLH International
Corporate Express Imaging
Cybergear,Inc.
Insight Public Sector
MoreDirect
The proposals were evaluated by an evaluation committee. Using the evaluation criteria stated in the RFP
the committee developed a short-list consisting of the top three ranked proposals and invited the short-
listed firms to participate in an interview. Following the interviews,a request for a revised offer was sent
to the short-listed offerors.
The evaluation committee evaluated the revised offers,interviews and the relative strengths and
weaknesses of each proposal with regard to the evaluation criteria stated in the RFP. As a result,the
committee recommended entering negotiations with the intent to award a contract to the top ranked
offeror:CDWG.
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1/8/2013 Item 16.E.7.
The City of Tucson,National IPA and CDWG successfully negotiated a contract and the City of Tucson
executed a contract on July 23,2008 with a contract effective August 18,2008.
igigi
Contract includes: Software,software licensing&maintenance,hardware,peripherals and service
Term:
Initial one year agreement from August 18,2008 through August 17,2009,with option to renew for
four(4)additional one-year periods through August 17,2013.
Pricing/Discount:
Discount by category off CDW-G advertised price:
Group 1-Systems=2%
Group 2-Input Devices=3.5%
Group 3-Output Devices= 1.5%to 3%
Group 4-Memory=4%
Group 5-Storage Devices=2.5%
Group 6-Network Equipment=2.5%
Group 7-Software=2%to 3%
Group 8-Media Supplies=3.5%
Group9-Other=1%to4%
Group 10-Services= 1%
Delivery:
Shipping/freight included in price. Freight may be charged for expedited order requests.
CDW-G Contract Web Landing Pages:
http://www.cdwg.com/nationalipasolutions
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1/8/2013 Item 16.E.7.
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