Title:
Title
Cooperative Purchase Contract: Fleet GPS Monitoring and Reporting Services [Published for 10-Day Review 03/13/2020] (Continued from 03/24/2020)
End
FileID
File ID: 2020-00230
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) approving the use of the Sourcewell cooperative purchase contract with CDW Government, LLC (Contract No. 081419-CDW) for the purchase of fleet global positioning system (GPS) monitoring and reporting services in an amount not to exceed $1,152,048 through October 30, 2024, or until the contract is no longer available for use; and 2) authorizing the City Manager or the City Manager’s designee to execute the purchase specified above.
Contact: Alison Kerstetter, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Contract
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has an ongoing requirement to provide GPS monitoring and reporting services to a diverse City fleet.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 and Sacramento City Council Rules of Procedure, Chapter 7, Section E.2.d, which requires additional posting time for labor agreements and agreements greater than $1million. This item was published for 10-day review on March 13, 2020 as required.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of GPS monitoring and reporting services and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: The recommended purchases are consistent with the updated Fleet Sustainability Policy adopted by City Council on December 12, 2017 (Resolution No. 2017-0478).
Commission/Committee Action: None
Rationale for Recommendation: After reviewing the available purchase options, Fleet Management has determined that using the cooperative purchase contract with Sourcewell and CDW Government, LLC represents the most advantageous purchasing strategy. The contract was competitively bid, and Sourcewell receives greater discounts from the manufacturer due to a higher purchase volume than the City would receive if issuing its own bid.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers capital costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract.
The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. 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: The recommended purchase, in an amount not to exceed $1,152,048 will be made from the Department of Public Works Fiscal Year (FY) 2019/20 operating budget (Fleet Fund, Fund 6501) to purchase GPS monitoring and reporting services through June 30, 2020. Purchases made after June 30, 2020, are subject to availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): CDW Government, LLC is not an LBE. The minimum LBE participation requirement is waived for 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.