Title
Contract: Cooperative Purchase Agreements: Fiscal Year (FY) 2024/25 for Citywide Information Technology Related Goods and Services [Published for 10-Day Review 06/07/2024]
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..FileID
File ID: 2024-01098
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to: 1) approve the use of cooperative purchasing agreements with Aderant, Adlib, Adobe Inc., AT&T Inc., AT&T Mobility LLC, Autodesk Inc., BeyondTrust Corporation, Big Fix, Broadcom, Calabrio, Inc., CDW-G, ChargePoint, Cisco Systems Inc., CradlePoint, Dell Computers, Dell EMC, Elastic, Energy CAP, ExaGrid, F5 Networks Inc., Files.com, Flowbird, Formstack, Gartner Inc., Google Inc., Graybar, HP (Hewlett-Packard Enterprise), ImageTrend, KnowBe4, Kovarus, Kronos Incorporated, Lenovo, Litera-Litigation Companion, Microsoft Corporation, Motorola, Natix, NetBrain, NetMotion, NWN Corporation, Okta, Palo Alto Networks Inc., Pathlock, Pure Storage, Rapid 7 Nexpose, Red Hat Inc., Rubrik, SAFE FME, Samsara, SAP Public Services Inc., ServiceNow Inc., SolarWinds Inc., Splunk, T-Mobile, Tec-Com, Tessco, Tintri, Trend Micro Inc., Twillo, Tyler Technologies Inc., Varonis, Veeam, Verizon Wireless, VMWare Inc., Wesco Distribution, Inc., and Zoom Video Communications Inc.; 2) replace the expiring contracts listed in Attachment 2 with an appropriate contract from the same cooperative organization, subject to legal review; and 3) issue purchase orders for the not-to-exceed amount specified for the vendors under the cooperative purchasing agreements or their authorized resellers, for a total amount not to exceed $27,860,000 million during the FY2024/25.
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Contact
Contact: Darin Arcolino, Chief Information Officer, (916) 808-7998, darcolino@cityofsacramento.org; Ignacio Estevez, IT Manager, (916) 808-7349, iestevez@cityofsacramento.org; Cassy Vaioleti, Program Specialist, (916) 808-8047, cvaioleti@cityofsacramento.org; Department of Information Technology
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Presenter
Presenter: None.
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Attachments
Attachments:
1-Description/Analysis
2-List of Cooperative IT Purchases
3-List of Cooperative Agreements
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Description/Analysis
IssueDetail
Issue Detail: The City has ongoing needs to purchase information technology (IT) related goods and services. In May 2024 the IT Department conducted its annual review of all citywide IT-related purchases made in FY2023/24. Based on this annual review, staff has prepared an estimate of the anticipated purchases citywide of a variety of IT-related goods and services for FY2024/25. These purchases are necessary to ensure the continued delivery of programs and services citywide including the procurement of IT equipment needed to support the City’s workforce and normal equipment replacement cycles.
Additionally, the anticipated purchases in this report will support required computer hardware and software maintenance, and services for critical enterprise and business systems that directly support City business operations. Without this support, City systems would not have the support necessary to properly operate and could also result in increasing vulnerability to security breaches and susceptibility to dangerous viruses and other malware that could quickly result in a total shutdown of most computer systems.
Staff recommends approval and spending authority for the estimated expenditures using cooperative purchasing agreements, and the authority to substitute any of the cooperative agreements listed in Attachment 2 with the appropriate replacement agreement issued by the same cooperative organization if that agreement expires during this purchase approval period. The cooperative purchasing agreements and vendors that will be used to procure the IT-related goods and services for FY2024/25 are listed in Attachment 2.
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PolicyConsiderations
Policy Considerations: The recommendations in this report are in accordance with City Code: 1) section 3.56.240, which authorizes the City Manager, where advantageous to the City, to utilize cooperative purchasing agreements approved by the City Council to purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies without separate competitive bidding by the City; 2) City’s Professional Services Policy API-4102 section 2.1(a)(3)(iii) allowing cooperative agreements for professional services; and 3) chapters 3.56 and 3.64 concerning Council approval of agreements that are $250,000 or more.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements, and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on June 7, 2024, in compliance with the City Code.
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EconomicImpacts
Economic Impacts: None.
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EnvironmentalConsiderations
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of IT goods and services which are not considered to be a “project” as proscribed in California Environmental Quality Act Guidelines, (“CEQA”). (CEQA Guidelines section 15378(b)(2).)
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Sustainability: Under Phase 1 of the City of Sacramento’s Climate Action Plan, all applicable “Green” technology initiatives will be considered prior to the purchase of IT equipment hardware and software.
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Commission/Committee Action
Commission/Committee Action: Not applicable.
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RationaleforRecommendation
Rationale for Recommendation: In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract. It is often more cost-effective to eliminate the cost and time spent on these administrative processes and purchase items and services through a cooperative purchasing program. The City has used both regional and national cooperative purchasing agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments and the Procurement Services Division 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.
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FinancialConsiderations
Financial Considerations: Purchases will be made from various departmental operating and Capital Improvement Program (CIP) budgets through the competitive/cooperative purchasing agreements listed in Attachment 2. Funding for the purchases has been included in the FY2024/25 Operating and CIP budgets.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): The City’s LBE program does not apply to cooperative purchasing agreements that result from another public agency’s competitive bid process.
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