Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Approval to use the State of California Cooperative Purchasing Agreements for Technology Hardware, Including 1-22-70-31A (Dell Desktop) via Granite Data, 1-24-70-19-25 (Cisco/Commvault) via Presidio, 7-20-70-47-01.08 (Cisco) via CDW, 7-20-70-47-01.27 (Cisco) via SHI, 7-23-70-55-01.22 (Dell) via Granite, 7-23-70-55-01.04 (Dell) via CDW, 7-23-70-55-01.12 (Dell) via SHI, 7-23-70-55-04.04 (HP) via CDW, 1-22-70-34 (PC Goods) via Insight, 7-23-70-55-04.08 (HP) via Insight, 7-24-70-46-02.15 (HP) via UBEO, 7-20-70-47-02 (Cradlepoint) via Cradlepoint, 7-23-70-55-01.19 (Hewlett Packard Enterprise) via TIG, 7-23-70-55-03.01 (DELL) via ANS, 7-20-70-47-04.27 (Hewlett Packard Enterprise) via SHI, 7-23-70-55-03.19 (Hewlett Packard Enterprise) via SHI, and 7-24-70-46-02.18 (HP) via CA Surveying, with a not-to-Exceed Amount of $300,000 in Fiscal Year 2026/2027
REPORT IN BRIEF
Authorization to waive competitive bidding requirements to utilize competitively awarded cooperative purchasing agreements available through the State of California for technology hardware. The updated contract list reflects current agreements available for City use and authorizes a not-to-exceed amount of $300,000.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving to waive the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code due to cooperative purchasing; and,
B. Approving the use of State of California Cooperative Agreement 1-22-70-31A (Dell Desktop) with vendor Granite Data; and,
C. Approving the use of State of California Cooperative Agreement 1-24-70-19-25 (Cisco/Commvault) with vendor Presidio; and,
D. Approving the use of State of California Cooperative Agreement 7-20-70-47-01.08 (Cisco) with vendor CDW; and,
E. Approving the use of State of California Cooperative Agreement 7-20-70-47-01.27 (Cisco) with vendor SHI; and,
F. Approving the use of State of California Cooperative Agreement 7-23-70-55-01.22 (Dell) with vendor Granite; and,
G. Approving the use of State of California Cooperative Agreement 7-23-70-55-01.04 (Dell) with vendor CDW; and,
H. Approving the use of State of California Cooperative Agreement 7-23-70-55-01.12 (Dell) with vendor SHI; and,
I. Approving the use of State of California Cooperative Agreement 7-23-70-55-04.04 (HP) with vendor CDW; and,
J. Approving the use of State of California Cooperative Agreement 1-22-70-34 (PC Goods) with vendor Insight; and,
K. Approving the use of State of California Cooperative Agreement 7-23-70-55-04.08 (HP) with vendor Insight; and,
L. Approving the use of State of California Cooperative Agreement 7-24-70-46-02.15 (HP) with vendor UBEO; and,
M. Approving the use of State of California Cooperative Agreement 7-20-70-47-02 (Cradlepoint) with vendor Cradlepoint; and,
N. Approving the use of State of California Cooperative Agreement 7-23-70-55-01.19 (DELL) with vendor TIG; and,
O. Approving the use of State of California Cooperative Agreement 7-23-70-55-03.01 (Hewlett Packard Enterprise) with vendor ANS; and,
P. Approving the use of State of California Cooperative Agreement 7-20-70-47-04.27 (Hewlett Packard Enterprise) with vendor SHI; and,
Q. Approving the use of State of California Cooperative Agreement 7-23-70-55-03.19 (Hewlett Packard Enterprise) with vendor SHI; and,
R. Approving the use of State of California Cooperative Agreement 7-24-70-46-02.18 (HP) with vendor CA Surveying; and,
S. Authorizing the City Manager to execute the necessary documents; and,
T. Authorizing the City Manager to execute future contract amendments related to motions B through R, limited to extensions of the agreement term in accordance with optional renewal provisions contained within each contract, subject to approval as to form by the City Attorney; and,
U. Authorizing the purchase of up to $300,000 for technology hardware through the above agreements.
Body
ALTERNATIVES
1. Adopt the motion as recommended; or,
2. Approve, subject to other than recommended; or,
3. Refer the item back to staff for further evaluation; or,
4. Deny.
AUTHORITY
Charter of the City of Merced, Section 200.
CITY COUNCIL PRIORITIES
As provided for in the FY 26/27 Adopted Budget.
DISCUSSION
The City procures a range of technology hardware through competitively awarded contracts administered by the California Department of General Services (DGS). These cooperative purchasing agreements allow the City to leverage contracts that have already been competitively bid by the State, while maintaining flexibility to select vendors and configurations that best meet operational needs.
In Fiscal Year 2025/2026, the City Council approved the use of cooperative purchasing agreements with a not-to-exceed amount of $300,000. Many of the same agreements are included in this request, with some contracts removed and others added as the State updates and re-bids contracts to maintain competitive pricing.
For Fiscal Year 2026/2027, staff is requesting authorization to utilize the updated contract portfolio with a not-to-exceed amount of $300,000. The revised contract list provides multiple vendor and contract options, allowing the City to obtain competitive pricing and select the most advantageous procurement method for each purchase.
Staff will continue to evaluate pricing across available cooperative contracts and alternative procurement options to ensure best value. Use of these agreements does not preclude the City from seeking quotes outside of these contracts if more favorable pricing is identified.
IMPACT ON CITY RESOURCES
Staff is requesting spending authority not to exceed $300,000 to accommodate anticipated technology hardware purchases across all City departments. This authorization does not obligate funds but allows purchases to be made on an as-needed basis. Any expenditures exceeding the approved amount will require additional City Council approval.
ATTACHMENTS
1. State of California Cooperative Agreement 1-22-70-31A (Dell Desktop)
2. State of California Cooperative Agreement 1-24-70-19-25 (Cisco/Commvault)
3. State of California Cooperative Agreement 7-20-70-47-01.08 (Cisco)
4. State of California Cooperative Agreement 7-20-70-47-01.27 (Cisco)
5. State of California Cooperative Agreement 7-23-70-55-01.22 (Dell)
6. State of California Cooperative Agreement 7-23-70-55-01.04 (Dell)
7. State of California Cooperative Agreement 7-23-70-55-01.12 (Dell)
8. State of California Cooperative Agreement 7-23-70-55-04.04 (HP)
9. State of California Cooperative Agreement 1-22-70-34 (PC Goods)
10. State of California Cooperative Agreement 7-23-70-55-04.08 (HP)
11. State of California Cooperative Agreement 7-24-70-46-02.15 (HP)
12. State of California Cooperative Agreement 7-20-70-47-02 (Cradlepoint)
13. State of California Cooperative Agreement 7-23-70-55-01.19 (DELL)
14. State of California Cooperative Agreement 7-23-70-55-03.01 (HPE)
15. State of California Cooperative Agreement 7-20-70-47-04.27 (HPE)
16. State of California Cooperative Agreement 7-23-70-55-03.19 (HPE)
17. State of California Cooperative Agreement 7-24-70-46-02.18 (HP)