Department
Information Technology
Requested Action title
Request approval of the lowest responsible bidder - Information Technology, 23ITBC1006B-PS, Fulton County PC Refresh in an amount not to exceed $1,431,319.61 with CDW Government, LLC (Vernon Hills, IL) to provide enterprise business class desktop personal computers (PCs), laptops, monitors, docking stations, specialty computing devices and supporting peripherals. Effective upon BOC approval through December 31, 2023, with two renewal options. (APPROVED)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $100,000 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background This contract will provide enterprise business workstation hardware, to include but not limited to, personal computers, laptops, monitors docking station and peripherals for both standard and specialty equipment. Non-standard specialty equipment includes but not limited to Toughbook’s, tablets, and specific business dependent devices such as MAC and Surface Pro’s. The solicitation also includes and requires warranty support and imaging services from responsive bidder.
It is expected that during this time period Fulton County may be making an initial purchase up to the following quantities but may purchase more or less and does not commit to purchase any quantity whatsoever.
Initial Purchase (Year 1 of Contract)
• 1,000 Desktops
• 1,500 Laptops
• 2,500 Monitors
• 1500 Docking Stations
The Department received and evaluated seven (7) bids to the solicitation. CDW has responded as the lowest bidder for Group I (Standard) and Group II (Specialty) devices to all areas of both Group I (Standard Devices) and Group II (Specialty) of the bid form.
Funding for this recommendation is subject to availability of FY2023 Capital Fund (Technology Refresh) and Operating General funds (Department Budget).
Scope of Work: The services of this contract are to provide enterprise business class desktop personal computers (PCs), laptops, monitors and docking stations to County Agencies/Department of Information Technology on an if/when needed basis.
Community Impact: Negative impact to Departments/County Agencies who provide public facing services where technology requires replacement or new devices. Constituents that may be impacted include services provided through computer access at Library’s, Senior Centers, Court Services etc.
Department Recommendation: Department recommends approval of this item.
Project Implications: If the Board action is not approved, Departmental agencies will not be able to procure desktop personal computers (PCs), laptops, monitors and docking stations and other peripherals that are necessary for continuity of operations and deliver services to County customers and constituents.
Community Issues/Concerns: There are no community concerns with this item.
Department Issues/Concerns: Due to the expiration of the previous enterprise equipment contract, the Department of Information Technology does not have the ability to purchase equipment for County Agencies or Technology Refresh. It is critical that this item is reviewed and eventually approved.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,431,319.61
Prime Vendor: CDW Government, LLC
Prime Status: White Female Business Enterprise
Location: Vernon Hills, IL
County: Jefferson County
Prime Value: $1,431,319.61 or 100.00%
Total Contract Value: $1,431,319.61 or 100.00%
Total Certified Value: $1,431,319.61 or 100.00
Exhibits Attached
Exhibit 1: Department Recommendation Memo- Enterprise PC Workstation
Exhibit 2: CDW Contractors Performance Report
Exhibit 3: FCIT Tabulation Sheet - PC Workstation
Contact Information
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Kevin Kerrigan, CIO, Information Technology, 404-612-0057
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
Original Approved Amount: $0.00
Previous Adjustments: $0.00
This Request: $1,431,319.61
TOTAL: $1,431,319.61
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
Funding provided by agencies requesting product and services. $676,948.61
Funding Line 2:
500-220-2200-A060: Capital, Information Technology, PC Refresh - $754,371.00
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Key Contract Terms |
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Start Date: Effective from BOC approval |
End Date: 12/31/2023 |
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Cost Adjustment: N/A |
Renewal/Extension Terms: Three Two Renewal Options |
Overall Contractor Performance Rating: 3.8
Would you select/recommend this vendor again? Yes
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Report Period Start: |
Report Period End: |
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1/1/2023 |
12/31/2023 |