September 12, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with Southern Computer Warehouse, Inc. , of Marietta, GA (SCW) , for the purchase of computer equipment, parts and related products, on the same terms and conditions afforded under the TIPS-USA contract, in an annual amount not to exceed $200,000 until the TIPS-USA contract expires on May 31, 2028, with the option to renew for as long as the TIPS-USA contract is in effect, at the discretion of the City Manager;
Adopt a Resolution au thorizing the City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with Strictly Technology , LLC, of Fort Lauderdale, FL , for the purchase of computer equipment, parts and related prod ucts, on the same terms and conditions afforded under the TIPS-USA contract, in an annual amount not to exceed $50,000 until the TIPS -USA contract expires on May 31, 202 8, with the option to renew for as long as the TIPS -USA contract is in effect, at the d iscretion of the City Manager (Citywide); and,
Authorize the City Manager, or designee, to execute multiple agreements with these two vendors in an annual aggregate amount not to exceed $250,000 for the purchase of computer equipment, parts and related products. (Citywide)
DISCUSSION
City Council approval is requested to enter into new contracts with Southern Computer Warehouse ( SCW) and Strictly Technology for the purchase of computer equipment, parts and related products. These two contracts were competitively procured and current contracts exist with TIPS-USA.
On June 21, 2022, the City Council authorized the City Manager to execute contracts with SCW and Strictly Technology for the purchase of computer equipment, parts and related products, on the same terms and conditions afforded under the TIPS -USA Contract No. 200105, until the TIPS -USA contract expires on May 31, 202 3. The contract was not extended, and a new contract was executed. The new contract number is 230105 which expires May 31, 2028 with a one-year consecutive option for renewal.
The Technology and Innovation Department (TID) is responsible for the procurement of various computer equipment, parts, and related products for all City of Long Beach (City) departments. These two contracts are with companies that TI D regularly contacts for Technology and Innovation Department
411 West Ocean Boulevard, 7th Floor Long Beach, CA 90802 (562) 570-6455
C-20
HONORABLE MAYOR AND CITY COUNCIL
September 12, 2023
pricing for these type s of computer equipment, parts and related products . Putting contracts in place with these vendors will streamline the process of procuring as-needed computer equipment and related products without requiring TID to bid out for these items each time there is a need to procure them.
City Charter Section 1802 provides an alternative procurement method by permitting the City to participate in joint and cooperative purchasing of services, supplies, materials, equipment, and labor with other cities, counties, districts, State and Federal governments or other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis , when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on August 23, 2023, Purchasing Agent Michelle Wilson on August 16, 2023 and by Budget Analysis Officer Greg Sorensen on August 18, 2023.
TIMING CONSIDERATIONS
City Council action is requested on September 12, 2023, to ensure execution of the two new contracts is done expeditiously.
FISCAL IMPACT
Expenditures for as-needed computer equipment and related products will not exceed the annual aggregate amount of $250,000. Sufficient appropriation is budgeted in the General Services Fund Group in the Technology and Innovation Department to support this activity. These expenditures are recovered through direct billing to the requesting departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION:
Approve recommendation.
Respectfully submitted,
LEA D. ERIKSEN
DIRECTOR
TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO EXECUTE AN AGREEMENT
AND ANY NECESSARY SUBSEQUENT AMENDMENTS
WITH SOUTHERN COMPUTER WAREHOUSE, INC.
(SCW), FOR THE PURCHASE OF COMPUTER
EQUIPMENT, PARTS, AND RELATED PRODUCTS ON THE
SAME TERMS AND CONDITIONS AFFORDED TO THE
INTERLOCAL PURCHASING SYSTEM (TIPS-USA), IN AN
ANNUAL AMOUNT NOT TO EXCEED $200,000, UNTIL THE
SCW TIPS-USA CONTRACT EXPIRES ON MAY 31, 2028,
WITH THE OPTION TO RENEW FOR AS LONG AS THE
SCW TIPS-USA CONTRACT IS IN EFFECT, AT THE
DISCRETION OF THE CITY MANAGER
WHEREAS, the Charter of the City of Long Beach, Section 1802, permits the City to purchase services, supplies, materials, equipment and labor with other government agencies by purchasing under their contracts on a voluntary and selective basis when authorized by resolution; and
WHEREAS, the City desires to purchase computer equipment, parts, and related products; and
WHEREAS, the Interlocal Purchasing System (“TIPS-USA”) has a Contract with Southern Computer Warehouse, Inc. (“SCW”) for the purchase of computer equipment, parts, and related products, Contract No. 230105 (“SCW TIPS-USA Contract”); and
WHEREAS, the City’s participation in the SCW TIPS-USA Contract will
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 facilitate the City’s ability to purchase as well as provide considerable cost benefits to the City; and
WHEREAS, if the City had to utilize a formal bid process rather than participate in the SCW TIPS-USA Contract considerably more funds would be required; NOW, THEREFORE, the City Council of the City of Long Beach resolves as follows:
Section 1. The above recitals are true and correct and are incorporated herein by this reference.
Section 2. The City Manager or designee is hereby authorized to enter an agreement with Southern Computer Warehouse, Inc., for the purchase of computer equipment, parts, and related products, of the same type and kind identified in the SCW TIPS-USA Contract except as modified by mutual agreement of the City and Southern Computer Warehouse, Inc., and the purchase by the City shall be on the same terms and conditions afforded in the SCW TIPS-USA Contract in an amount not to exceed Two Hundred Thousand Dollars ($200,000), until the SCW TIPS-USA Contract expires on May 31, 2028, with the option to renew for as long as the SCW TIPS-USA Contract is in effect, at the discretion of the City Manager.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution. ///
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of _________________________, 2023 by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers:
City Clerk
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO EXECUTE AN AGREEMENT
AND ANY NECESSARY SUBSEQUENT AMENDMENTS
WITH STRICTLY TECHNOLOGY, LLC FOR THE
PURCHASE OF COMPUTER EQUIPMENT, PARTS, AND
RELATED PRODUCTS, ON THE SAME TERMS AND
CONDITIONS AFFORDED TO THE INTERLOCAL
PURCHASING SYSTEM (TIPS-USA), IN AN ANNUAL
AMOUNT NOT TO EXCEED $50,000, UNTIL THE TIPS-USA
CONTRACT EXPIRES ON MAY 31, 2028, WITH THE
OPTION TO RENEW FOR AS LONG AS THE TIPS-USA
CONTRACT IS IN EFFECT, AT THE DISCRETION OF THE
CITY MANAGER
WHEREAS, the Charter of the City of Long Beach, Section 1802, permits the City to purchase services, supplies, materials, equipment and labor with other government agencies by purchasing under their contracts on a voluntary and selective basis when authorized by resolution; and
WHEREAS, the City desires to purchase computer equipment, parts, and related products; and
WHEREAS, The Interlocal Purchasing System (“TIPS-USA”) has a contract with Strictly Technology, LLC for the purchase of these computer equipment, parts, and related products, Contract No. 230105 (“Strictly Technology TIPS-USA Contract”); and WHEREAS, the City’s participation in the Strictly Technology TIPS-USA Contract will facilitate the City’s ability to purchase, as well as provide, considerable cost
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 benefits to the City; and
WHEREAS, if the City had to utilize a formal bid process rather than participate in the Strictly Technology TIPS-USA Contract considerably more funds would be required;
NOW, THEREFORE, the City Council of the City of Long Beach resolves as follows:
Section 1. The above recitals are true and correct and are incorporated herein by this reference.
Section 2. The City Manager or designee is hereby authorized to enter an agreement with Strictly Technology, LLC to purchase computer equipment, parts, and related products, of the same type and kind identified in the Strictly Technology TIPS-USA Contract except as modified by mutual agreement of the City and Strictly Technology, LLC, and the purchase by the City shall be on the same terms and conditions afforded in the Strictly Technology TIPS-USA contract in an amount not to exceed Fifty Thousand Dollars ($50,000), until the Strictly Technology TIPS-USA Contract expires on May 31, 2028, with the option to renew for as long as the Strictly Technology TIPS-USA Contract is in effect, at the discretion of the City Manager.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution. ///
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of _________________________, 2023 by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers:
City Clerk