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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Cooperative Purchase Agreement: Information Technology Products and Services
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the purchase of Information Technology Products and Services utilizing vendors awarded from the 15 cooperative purchasing agencies noted below, at an estimated amount of $7,062,175.00. (IT-CPA-25-001) (Isaiah Kirk/Robin R. Wilson)
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STRATEGIC OUTCOME:
The purchase of Information Technology Products and Services directly supports the City Council's strategic outcome of Connected and Engaged. These investments ensure that all citywide core services remain secure and operational, enhancing the day-to-day capabilities of all departments to provide exceptional citizen services throughout the City. By maintaining up-to-date technology, the City enables better communication, improves public safety, and ensures responsible management of resources, fostering a more engaged and prosperous community.
REPORT:
Each year, the City procures various Information Technology Products and Services through cooperative purchase agreements. These products and services include, but are not limited to, voice and video communication, security, data communication hardware and software, computers, printers, scanners, telephones, and IT training and consulting services.
In Fiscal Year 2025, the City anticipates spending $7,062,175.00 on computer hardware, software, communications equipment, and technical support for all City communications services. Staff has determined that current technology and contract prices, as well as savings, can be obtained by utilizing these cooperative purchase agreements. These agreements, established by various agencies with multiple vendors after competitive bids, provide cost savings opportunities through volume purchasing and reduce administrative overhead by eliminating the need to bid for the same commodities repeatedly.
The City aims to leverage cooperative purchase agreements from the agencies listed below to procure Information Technology Products and Services for all City departments. The breakdown of estimated expenditures by department is attached. Staff will consider pricing and product availability before making each purchase. Any single purchase over $100,000.00 will be brought separately before the Council for approval.
Below is a list of the proposed Cooperative Purchase Agencies.
1. 1 Government Procurement Alliance (1GPA)
2. Houston-Galveston Area Council (HGAC)
3. Mohave Educational Services Cooperative, Inc. (Mohave)
4. National Association of Procurement Officials (NASPO)
5. National Cooperative Purchasing Alliance (NCPA)
6. Omnia Partners
7. Premier Educational Purchasing Program (PEPPM)
8. Public Purchasing Authority (PPA)
9. National Purchasing Partners (NPPGov)
10. Strategic Alliance for Volume Expenditures (SAVE)
11. Sourcewell
12. State of Arizona
13. The Interlocal Purchasing System (TIPS)
14. Texas Department of Information Resources (TX DIR)
15. General Service Administration (GSA)
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 7,062,175.00 |
BUDGETED: |
$ 7,062,175.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $7,062,175.00
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Various Accounts |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
To continue annual expenditures and subscription renewals, sufficient budget authority is programmed in the City Council approved FY 2025 Budget and multi-year Financial forecast.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
None
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
6/18/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
6/17/2024 |