Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Approval to Waive the Competitive Bid Process for Rugged Mobile Computers Solutions to Allow for the Cooperative Purchase with Competitively Bid Contract; (Omnia City of Tucson Contract #226017-02 Panasonic North America Connect) Through Vendors Academic Technologies, Adwar Video, ARC, CDS Office Technologies, Code3 Technology, Diversified, GovDirect, Law and Order Technology, LLC, LEHR, MCT, Route1, Rugged Depot, Turn-Key Mobile, Prologic ITS in a not to Exceed Amount of $95,000 per Fiscal Year for the Length of the Omnia Contract, Expiring on April 13, 2025
REPORT IN BRIEF
Considers approving to waive the competitive bid process for rugged mobile computers solutions to allow for the cooperative purchase with competitively bid contract; (Omnia City of Tucson Contract #226017-02 Panasonic North America Connect) Through Vendors Academic Technologies, Adwar Video, ARC, CDS Office Technologies, Code3 Technology, Diversified, GovDirect, Law and Order Technology, LLC, LEHR, MCT, Route1, Rugged Depot, Turn-Key Mobile, Prologic ITS in a not to exceed amount of $95,000 per fiscal year for the length of the Omnia Contract, expiring on April 13, 2025.
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 piggybacking; and,
B. Approving piggybacking onto the City of Tucson contract 226017-02 expiring April 13th, 2025 for a not to exceed amount of $95,000 per fiscal year; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents; and,
D. Authorizing the Finance Officer to make the 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, Section 200.
CITY COUNCIL PRIORITIES
As provided for in the FY 23/24 Adopted Budget.
DISCUSSION
The City purchases a variety of rugged mobile computing solutions for in field use of technology through the aforesaid vendors each fiscal year. Rugged mobile computer systems are design for technology to be used in harsher environment where traditional laptops, and tables are not ideal solutions. Rugged devices have unique requirements to help ensure successful operations in the field. An example of one of those unique requirements is extreme low brightness of computer display to operate at nighttime while driving a vehicle. This is a valuable feature that our public safety departments utilize while driving vehicles to life and safety events.
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, 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. 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.
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.
Council approved the purchase of $79,982 on the October 2nd, 2023 council meeting for rugged computer to be fitted into new Police Department vehicles. Without additional authorization to expenditure authority and to utilizing the omnia contract we will not be able to purchase additional rugged computer at the lowest rates.
IMPACT ON CITY RESOURCES
Each year the City purchase requirements for items covered in the contract fluctuate based on need for new acquisitions, replace or upgrade equipment. The City is projected to spend no more than $95,000 per fiscal year for the length of the Omnia contract that expires on April 13, 2025. 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. Omnia City of Tucson Contract #226017-02 Panasonic North America Connect