Subject:
Title
Extension and increase to the purchase authorization with HP Inc for computer equipment, peripherals and services.
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Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the First Amendment to the purchase authorization with HP Inc for computer equipment, peripherals and related services as requested by the Business Technology Services (BTS) Department.
- This First Amendment to the purchase authorization agreement will maintain existing computer and peripheral replacement schedules, shifts in department technology needs and new customer department budgeted needs as coordinated by BTS.
• BTS is responsible for administering the County’s Enterprise Computer Replacement Program which has been in place since 2002.
- Lifespan for computer equipment purchased under this purchasing authorization is 3 years for laptop computers and 4 years for desktop workstations which aligns with equipment manufacturer warranty; or as appropriate determined by BTS to be most optimal for security requirements and total cost of ownership.
- Pricing, and scope are per State of Florida Contract No. 43210000-23-NASPO-ACS valid through June 30, 2028.
- The County Administrator has authority to approve purchases in any amount from State of Florida awarded contracts, per Code Section 2-185.
- Funding for this purchase authorization is budgeted within each requisitioning department’s operating budgets and is included in Fiscal Year (FY) 2025 Adopted Budget and will be part of the FY26 Budget Development. The departments coordinate with BTS on known equipment replacement cycles and schedules.
Contract No. 24-0138-S; increase in the amount of $6,000,000.00 for a total not-to-exceed contract amount of $9,000,000.00, effective through June 30, 2028.
Body
Strategic Priorities:
Smart Service Delivery
4.3 Improve efficiency of service delivery through technology.
Summary:
This Agreement, as requested by BTS, provides a mechanism for departments to purchase computer hardware equipment, peripherals and services in a cost-effective manner through the BTS Enterprise Device Replacement Program (EDRP) which manages an estimated 3,000 computers.
HP Inc. provides competitive pricing on commonly utilized items including, but not limited to desktops, laptops, tablets and related peripherals and services.
This Agreement is utilized by departments county-wide.
Background/Explanation:
The Purchase Authorization with HP Inc was approved by the County Administrator on December 12, 2023, in the not-to-exceed amount of $3,000,000.00.
Pricing, and Product and Service Schedules are per State of Florida contract 43210000-23-NASPO-ACS (State Contract) valid through June 30, 2028.
Fiscal Impact:
Current approval not-to-exceed: $3,000,000.00
First Amendment increase: $6,000,000.00
Total not-to-exceed: $9,000,000.00
Funding is derived from requisitioning departments’ operating budgets. Customer department budgets to this purpose are derived in coordination with BTS for known equipment replacement cycles and department assigned OMB budget analysts.
Customer Department replacement schedule budget:
FY26 Request: $1,458,050 for coverage: 1,037 devices + 838 accessories.
FY27 Estimated Budget $1,450,000 for coverage: around 1,115 devices + 1,046 accessories.
FY28 Estimated Budget $1,207,000 for coverage: around 870 devices + 807 accessories.
An additional $884,950 requested for unknown customer department requests and uncertain inflation cost impact over the term of the contract.
Delegated Authority:
Authority for the County Administrator to approve this First Amendment is granted under Code Section 2-185.
Staff Member Responsible:
Jeff Rohrs, Chief Information Officer, Business Technology Services
Merry Celeste, Director of Purchasing, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
First Amendment