TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Approve utilization of Florida State Contract No. 43211500-WSCA-15-ACS, Computer Equipment with application of Florida Statute §287.056(2) to obtain lower pricing, for the purchase of computers and accessories with Computers at Work, DBA vTECHio, in the estimated amount of $110,402.09.
Recommended Action
Approve utilization of Florida State Contract No. 43211500-WSCA-15-ACS, Computer Equipment with application of Florida Statute §287.056(2) to obtain lower pricing, for the purchase of computers and accessories with Computers at Work, DBA vTECHio, in the estimated amount of $110,402.09.
Background Information
The North Port Police Department has laptop computers that have exceeded the five-year replacement cycle. Some of the laptops are approaching seven or more years of service. The department has undergone a complete evaluation of all laptop and computer equipment currently in use. Part of the evaluation process involved looking at cost saving alternatives currently in place at other law enforcement agencies. The department currently utilizes Panasonic Toughbooks for all patrol officers. Other large and medium size agencies have used standard Dell business grade laptops in the patrol fleet that are significantly less money. The savings includes a four-year accidental damage repair/replacement with each laptop. The Dell laptop with accidental damage is currently on the State of Florida contract. The department initially only identified 41 laptop computers that were in the worse condition to stay within budget parameters. By changing to the cheaper brand/model of laptop, the department can replace all the laptops that are five years or older as well as supply adequate spare laptops. It should be noted that while the laptops are cheaper in cost, they have better specifications provided by Dell than what was being purchased from Panasonic in past years. This process will help the department accomplish a more viable replacement plan for laptop computers that will also lead to a significantly smaller laptop replacement cost over subsequent years. In addition, the department is eliminating almost all the personnel that have had a laptop and desktop issued to them. This will lead to further reduction in computers overall and the subsequent licensing fees (e.g. operating system, anti-virus, etc.) associated with each of those computers (laptops & desktops). In total, 62 laptops are being purchased with 58 being replacements and the remaining four computers for new officer positions.
vTECHio is a Dell Platinum provider and is on the State of Florida contract. vTECHio is offering pricing with discounts greater than the state contract discount. Additionally, Vtechio provides consulting/technical services. This contract offers a 17% discount from the list price and vTechio has extended a greater discount ranging from 17% to 56% on computers and associated items. Under Florida Statute §287.056(2), vendors may quote lower pricing than provided in the State contract.
While City ordinance authorizes the City Manager to utilize piggyback agreements, the City Manager's policy requires all agreements exceeding $100,000 to be presented to Commission for consideration. All appropriate forms, procedures, and processes have been reviewed by Procurement.
Strategic Plan
Maintain the adopted level of health and public safety services.
Financial Impact
The amount of $119,120 has been budgeted in account 001-2100-521-52-50 for the purchase of laptops in FY19-20, which is more than the estimated cost of the laptops.
Procurement
This is being procured pursuant to Section 2-403, (a) (4), of the Procurement Code and Florida Statute §287.056(2), The utilization of other governmental or public entity contracts to procure goods and services.
The vTECHio quote for $110,402.09 results from discounts greater than what vTECHio offers on the State of Florida Contract #43211500-WSCA-15-ACS
Attachments:
1. Competitive Exemptions Procurement form
2. Quotes
3. Florida Contract Source No. 43211500-WSCA-15-ACS, Computer Equipment
4. Florida Division of Corporation - Computers at work
5. Florida Division of Corporation - vTECHio
Prepared by: Michael Baute, Captain
Department Director: Todd R. Garrison, Chief of Police