TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 1, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware, in an amount not to exceed $1,338,000.00, Account 101-27000-623810, Requisition 1464039
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware. This purchase order will start on June 1, 2017 and will expire on March 31, 2020.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA established the means by which participating states may join together in cooperative multi-state contracting; to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements. NASPO changed its name to NASPO ValuePoint on April 1, 2015. The current agreement between HP Inc. and NASPO ValuePoint was effective April 1, 2015 and ends March 31, 2020. Inasmuch as HP Inc.'s partnership through NASPO ValuePoint for computer hardware and software provides the lowest possible price for equipment and software, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
HP Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with HP Inc. in an amount not to exceed $1,338,000.00.
Funds for the 2017 expenditure, in the amount of $329,000.00, will be available in Account 101-27000-623810 upon approval of a separate board letter being submitted at this Board meeting. The estimated expenditure for 2018 is $353,000.00, 2019 is $314,000.00, and 2020 is $342,000.00. Funds for the 2018, 2019, and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Director of Information Technology, JS:SK:JLR:MHL:ml
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for June 1, 2017