Report Prepared by: J.R. Wright, IT Manager
Title
SUBJECT: Approval to Waive the Competitive Bidding Process and Allow the City to Piggyback onto Existing City of Tucson Contract # 171725-01 for Mobile Computing Solutions Through Vendors Adwar Video; ARC; BAYCOM, Inc.; CDW-G; Code 3 Technology; GovDirect; Insight, Island Tech Services, LLC; LEHR; MCT; One Diversified, LLC; PCS Mobile; Rugged Solutions America, LLC dba Rugged Depot; and Turn-Key Mobile in a not to Exceed Amount of $120,000
REPORT IN BRIEF
Considers waiving the competitive bid process and approving procurement through OMMNIA Partners’ multiyear competitively bid contract #171725-01 from the City of Tucson for mobile computing solutions with Adwar Video; ARC; BAYCOM, Inc.; CDW-G; Code 3 Technology; GovDirect; Insight, Island Tech Services, LLC; LEHR; MCT; One Diversified, LLC; PCS Mobile; Rugged Solutions America, LLC dba Rugged Depot; and Turn-Key Mobile in a not to exceed amount of $120,000.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the competitive bidding requirements; and,
B. Approving piggybacking onto the City of Tucson contract 171725-01 expiring October 9, 2022 for a not to exceed amount of $120,000 per fiscal year, and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents, including renewals; and,
D. Authorizing the Finance Officer to make necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions as specified by the City Council; or,
3. Deny the request; or,
4. Refer back to staff for reconsideration of specific items as requested by the Council.
AUTHORITY
Charter of the City of Merced, Article II, Section 200 and Article XI, Section 1111.
Merced Municipal Code, Section 3.04.210.
CITY COUNCIL PRIORITIES
As provided for in the FY 21/22 Adopted Budget.
DISCUSSION
The City purchases a variety of mobile computing solutions through the aforesaid vendors each fiscal year. The total, combined purchases amount tends to exceed the City’s bid threshold for supplies, services and equipment. To ensure compliance with competitive bid requirements and secure the best possible rate for these goods, the City can utilize the competitively bid Omnia contract from the City of Tucson. This contract offers discounted pricing for numerous items often utilized by various departments including ruggedized mobile computers, computer docking stations, antennas for increased cellular connectivity, and cellular wireless controllers.
The contract was competitively solicited and publicly awarded by the City of Tucson serving as the lead agency while utilizing industry best practices and processes. They have been verified to comply with City of Merced formal procurement policies. These contracts are made available to other government agencies through OMMIA Partners, a national cooperative procurement organization for state and local government, K-12 education, colleges and universities. With this contract, the City can leverage economies of scale to obtain transparent, best and/or value-driven pricing. By utilizing this competitively bid contract the City has no obligation to purchase goods from these vendors since it is only piggybacking onto them.
Additionally, this approval helps departments comply with charter and municipal regulations regarding purchases above the bid threshold. City staff will continue to obtain quotes for these items from several vendors listed as authorized resellers in the contract and buy from the vendor that offers best pricing while utilizing these contracts.
The City currently uses various other Omnia Public Sector contracts to procure goods and services through other vendors including Amazon, Lowes, Fastenal, Office Depot, and Home Depot.
IMPACT ON CITY RESOURCES
Each year the City purchase requirements for items covered in the contract fluctuate based on need to replace or upgrade equipment. The City is projected to spend no more than $120,000 during the current fiscal year. Staff will seek Council authorization for any additional expenditure authority should the need arise. This council action does not encumber or spend any funds, it grants the authority to spend funds for goods as needed. If the City spends below this authorized threshold amount, no funds will be lost.
ATTACHMENTS
1. Executed Contract 171725-01
2. Panasonic Master Price List
3. Award Letter
4. Amendment 2 Renewal 2019 - 2020
5. Amendment 3 Renewal 2020 - 2021
6. Amendment 4 Additions to Reseller List
7. Amendment 5 Renewal 2021 - 2022