HomeMy WebLinkAboutItem 15 - Amend the Blanket Order Contract Award for Desktop Computers, Laptops, Mobile Devices & Related Equipment Information Technology
www.santa-ana.org/departments/information-technology/
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 19, 2022
TOPIC: Amend the Blanket Order Contract Award for Desktop Computers, Laptops,
Mobile Devices & Related Equipment
AGENDA TITLE:
Amend the Blanket Order Contract Award for Desktop Computers, Laptops, Mobile
Devices & Related Equipment in an Annual Aggregate Amount Not to Exceed $1,200,000
(Specification No. 18-074)
RECOMMENDED ACTION
Amend the contracts 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 remaining optional one-year renewal, if exercised,
subject to non-substantive changes approved by the City Manager and City Attorney, with
the following vendors:
Vendor Location
2nd Gear, LLC Costa Mesa, CA
Dell Computer Corp.Austin, TX
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.
Amend the Blanket Order Contract Award for Desktop Computers, Laptops, Mobile
Devices & Related Equipment
July 19, 2022
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On August 18, 2020, the City Council approved a second amendment to increase the
annual amount of the blanket orders contract by $600,000 to an annual amount of
$1,200,000 for two (2) of the four (4) remaining years in order to accommodate the
additional demand for computing equipment. However, the annual remained at the
$600,000 for last two optional years remaining in the agreement. However, the demand
to purchase new technology to support a variety of initiatives, including ARPA purchases,
has caused this year’s not-to-exceed amount to be reached much faster than anticipated.
To meet this increased demand and still allow for new technology purchases, staff
requests an increase to the not-to-exceed amount for the current contract year as well as
for the one remaining 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, so 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.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
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 2021 – November 2022 $1,200,000
November 2022 – November 2023 (Optional)$1,200,000
Submitted By: Jack Ciulla, Chief Technology Innovations Officer
Amend the Blanket Order Contract Award for Desktop Computers, Laptops, Mobile
Devices & Related Equipment
July 19, 2022
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Approved By: Kristine Ridge, City Manager