Subject:
Title
Purchase authorization with HP, Inc. for the purchase of computer equipment, peripherals, and related services.
label
Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the purchase authorization agreement with HP, Inc. for the purchase of computer equipment, peripherals, and related services on behalf of the Business Technology Services (BTS) Department.
• This purchase authorization agreement maintains 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 the County 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, 2025.
• Funding for this purchase authorization is budgeted within each requisitioning department’s operating budgets and is included in Fiscal Year (FY) 2024 Adopted Budget and will be part of the FY25 Budget Development. The departments coordinate with BTS on known equipment replacement cycles and schedules.
Contract No. 24-0138-S with a total not to exceed in the amount of $3,000,000.00, effective through June 30, 2025.
Body
Strategic Plan:
Deliver First Class Services to the Public and Our Customers
1.4 Create a Quality Workforce in a Positive, Supportive Organization-Maintain a fair and competitive compensation package.
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.
Pricing, and Product and Service Schedule are per State of Florida contract 43210000-23-NASPO-ACS (State Contract) valid through June 30, 2025.
Background/Explanation:
BTS is responsible for the County’s Enterprise Device Replacement program which has been in place as early as 2002 in service of participating customer departments.
In 2014, BTS in partnership with OMB decentralized the budgeting and costly direct charge back for the purchase of computers from the BTS fund, to budgeting anticipated needs within the customer department budget where BTS is responsible for coordinating with customers in preparation of each fiscal year budget, vetting replacement schedules, accounting for shifts in department needs and any
new needs. BTS, OMB, and customer departments continue to operate this way and depend on this Agreement to continue with procuring vetted and budgeted department needs for computer equipment.
Prices, product and service schedule are per the State Contract for Computer Equipment, Peripherals, and Services, valid through June 30, 2025.
Fiscal Impact:
Amount for this agreement is not-to-exceed: $3,000,000.00
Average annual expenditure not-to-exceed: $1,894,736.84
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.
Delegated Authority:
Authority for the County Administrator to approve this Agreement, as requested by BTS, is granted under Code Section 2-185.
Staff Member Responsible:
Jeffrey Rohrs, Chief Information Officer, Business Technology Services
Merry Celeste, Division Director, Purchasing and Risk Management, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Purchase Authorization Agreement