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CC - CONSENT ITEM: Approval of Multiple Cooperative Purchase Agreements with the State of California for Purchase of Dell Product Hardware (Desktops, Laptops and Monitors).
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Meeting Date: February 10, 2025
Contact Person/Dept.: J.R. Wright/Information Technology
Phone Number: (310) 253-5959
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/04/2025)
Department Approval: J.R. Wright, Chief Information Officer (01/30/2025) ___________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve multiple cooperative purchase agreements with the State of California for Dell product hardware (desktops, laptops and monitors).
BACKGROUND/DISCUSSION
Each year, the City purchases a variety of computers, laptops, and hardware from Dell Computer Corporation to meet the business needs of all City departments. As a government entity, the City is eligible for reduced rates through Dell’s government pricing.
In addition to the direct government pricing, the City seeks to leverage the State of California’s Leveraged Procurement Agreement (LPA) with Dell to further reduce costs. The LPA, established through a competitive solicitation by the California Department of General Services (DGS), provides additional purchasing benefits.
Under Culver City Municipal Code Section 3.07.055.G, bidding requirements are exempted when competitive bids have already been utilized by other public agencies, including federal, state, and county governments.
Historically, the City Council has approved a blanket purchase order with Dell as part of the annual budget adoption process. For Fiscal Year 2024-2025, Council approved a blanket purchase order with Dell in the amount of $250,000. To date, the City has spent $32,161 with Dell this fiscal year.
The City is not requesting additional funding; instead, the goal is to expand the purchasing options available by utilizing the LPA with Dell. This additional procurement mechanism will enable the City to continue purchasing the same equipment but at more competitive rates. The City will either procure directly from Dell or through Granite Data Systems, both of which offer the same pricing benefits through the LPA. The City will always seek the lowest quoted price from both vendors and will ensure total spending does not exceed the approved $250,000 limit.
Staff recommends approval of the use of the State of California's LPA contract, allowing the City to procure hardware from either Granite Data Systems or directly from Dell, with an emphasis on obtaining the best available pricing while remaining within the previously approved amount of $250,000.
FISCAL ANALYSIS
There is sufficient funding in the Adopted Budget for Fiscal Year 2024-2025 to purchase up to $250,000 of equipment under these agreements. Funding for computers, laptops and hardware is included in CIP Project #PZ388 (Technology Replacement Fund) which can be found in the Capital Improvements section of the budget book in Fund 420 on page 479.
ATTACHMENTS
1. 2025-02-10-ATT Dell PC Goods 70-31A Supplemental 10
2. 2025-02-10-ATT Dell PC Goods 70-31B Supplemental 14
3. 2025-02-10-ATT Dell PC Goods 70-31C Supplemental 9
MOTION(S)
That the City Council:
1. Approve the State of California cooperative purchase agreement 1-22-70-31A PC Goods - Dell Products (Desktops, Thin Desktops, Thin Laptops, Rugged Laptops);
2. Approve the State of California cooperative purchase agreement 1-22-70-31B PC Goods - Dell Products (Monitors);
3. Approve the State of California cooperative purchase agreement 1-22-70-31C PC Goods - Dell Products (Laptops);
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.