HomeMy WebLinkAbout22A - AMEND CONTRACT FOR PCREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 18, 2020
TITLE:
AMEND THE BLANKET ORDER CONTRACT
AWARD WITH 2ND GEAR, LLC AND DELL
COMPUTER CORP. FOR DESKTOP
COMPUTERS, LAPTOPS, MOBILE DEVICES
AND RELATED EQUIPMENT DUE TO
COVID-19 IN AN ANNUAL AGGREGATE
AMOUNT NOT TO EXCEED $1,200,000
(SPECIFICATION NO. 18-074)
(GENERAL FUND AND
NON -GENERAL FUND)
CLERK OF COUNCIL USE ONLY:
_••10 E
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As Recommended
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As Amended
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Ordinance on1"Reading
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Ordinance on 2n'Reading
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Implementing Resolution
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Set Public Hearing For
CONTINUED TO
/s/Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Amend the contracts with 2nd Gear, LLC and Dell Computer Corp. for desktop computers, laptops,
mobile devices, and related equipment to increase the annual agreement amount by an additional
$600,000, for a revised annual aggregate amount not to exceed $1,200,000, for the remainder of
the current one-year period and the first of the remaining three optional one-year renewals, if
exercised, subject to non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On November 20, 2018, at the conclusion of a competitive bidding process, the City entered into
one-year aggregate agreements with 2nd Gear, LLC and Dell Computer Corp. (Dell), with provisions
for four one-year renewal options. The purpose of these agreements was to provide Dell desktop
computers, laptops, mobile tablets, and related equipment to the City. These original contracts
were awarded in an annual aggregate amount not to exceed $400,000 and the first renewal option
has been exercised.
On May 5, 2020, the City Council approved an amendment to increase the annual amount of the
blanket orders contract by $200,000 to an annual amount of $600,000 in order to accommodate
planned upgrades and additional orders due to COVID-19 needs. However, due to the COVID-19
crisis, the demand to purchase new technology to support a virtual workforce has depleted this
year's not -to -exceed amount much faster than anticipated. In addition, many departments are still
converting staff devices from traditional desktop PCs to laptops with docking stations in order to
continue to enable staff to work both in the office and also telecommute from home. Depending on
the model, the cost for a standard laptop with a docking station, keyboard, and mouse is more
22A-1
Contract Award for Desktop Computers, Laptops, Mobility Devices & Related Equipment
August 18, 2020
Page 2
expensive than a desktop computer. In addition to what has already been procured, it is anticipated
that several hundred additional workstations will need to be converted during the next year. To
meet this increased demand, staff requests an increase to the not -to -exceed amount for the current
contract year as well as for next year's optional renewal.
Dell computers have been the standard for desktop and laptop computers for the City since 2007
when they were selected after comparing their offerings to other competitors. Standardizing
equipment provides the benefits for next -generation office environments while simplifying technical
support issues, it is essential to maintain staff computer equipment. Computers, laptops, and
mobile devices are purchased and deployed on an as -needed basis by the Information Technology
Department, preventing a proliferation of aging, obsolete, out -of -warranty, unsupported, and
incompatible systems.
Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. The Western States Contracting Alliance
(WSCA) establishes California Multi -State Cooperative Agreements for Commodities, IT Goods
and Services, and Telecommunication Goods and Services. WSCA agreements are available to
all State of California governmental entities that expend public funds for the acquisition of goods
and services. Dell is a manufacturer that offers WSCA pricing.
FISCAL IMPACT
Funds for the duration of the contract period will be included in the Miscellaneous Operating
Expense account (no. 63001) of various departments.
Not -to -exceed amounts for each remaining year of the blanket agreements would be as follows:
Agreement Term
Not -To -Exceed Amount
November 2019 —
November 2020
$1,200,000
November 2020 —
November 2021 (Optional)
$1,200,000
November 2021 —
November 2022 (Optional)
$600,000
November 2022 —
November 2023 (Optional)
$600,000
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management
Services Agency
Submitted By: Jack Ciulla, Chief Technology Innovations Officer — Information Technology
Department
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