Title:
Title
Approve the Use of a Cooperative Purchase Agreement for Audio Visual Equipment
End
FileID
File ID: 2019-00455
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) approving the use of National IPA’s cooperative purchasing agreement with B&H Photo Video Pro Audio (Contract No. R160901) for the purchase of audio, video, and surveillance equipment in an amount not to exceed $180,000 through August 23, 2019, or until the cooperative agreement is no longer available for use if it the options to extend the cooperative agreement are exercised; and 2) authorizing the City Manager or the City Manager’s designee to execute purchases from this agreement.
Contact: Gary O’Neill, Procurement Analyst, (916) 808-7432; Robert C. Adams, Procurement Services Manager, (916) 808-5524, Department of Finance
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Executive Summary
3-Official Contract
Description/Analysis
Issue Detail: City departments require audio, video, photo, and surveillance equipment to comply with various City requirements and to support their operations. After reviewing available purchase options, it has been determined that the National IPA cooperative purchase agreement with B&H Photo Video Pro Audio, one of the largest suppliers of this equipment in the United State, provides the most advantageous solutions to support the City’s audio, video, photo, and surveillance equipment needs.
Policy Considerations: The Region 4 Education Service Center, with the assistance of the Cooperative
Purchasing Network, solicited a Request for Proposals (RFP) No. 16-09, for audio visual equipment, accessories
and services on June 8, 2016. A 3-year agreement with B&H Photo Video Pro Audio was awarded on October 1,
2016. Attachments 2 and 3 provide detailed information on the RFP process and contract award. The use of this cooperative purchase agreement is in accordance with City Code Section 3.56.240.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): This report concerns administrative activities and government fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378(b)(2) and 15378(b)(4) and are therefore not subject to the provisions of CEQA (CEQA Guidelines15060(c)(3)).
Sustainability: The recommended contract is consistent with the Sustainable Purchasing Policy (AP-4003).
Commission/Committee Action: None
Rationale for Recommendation: After reviewing the available purchasing options, Procurement has determined that the National IPA cooperative purchase agreement with B&H Photo Video Pro audio represents the most advantageous purchasing strategy. The contract was competitively bid, and National IPA receives greater discounts from the manufacturer due to a higher purchase volume.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing agreements. This procurement approach increases pricing competitiveness, reduces administrative costs and leverages pricing through greater volume buying. The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives where possible. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: City departments, primarily the Police Department, currently purchase equipment totaling approximately $35,000 per year through this cooperative agreement. The requesting department operating budgets will be used to cover the costs associated for purchases and services associated with this agreement.
Local Business Enterprise (LBE): The LBE requirement does not apply to the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.