TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:August 26, 2025
SUBJECT: Piggyback Agreements for IT Technology Products and Services
RECOMMENDATION:
1. Approve piggyback agreement with CompuWave (Ventura, CA) to utilize the County of Ventura contract #8926 for computer hardware and related services not to exceed $200,000 annually through October 31, 2025, with optional extensions of up to two one-year periods up to October 31, 2027.
2. Approve piggyback agreement with CDW LLC (Vernon Hills, IL) utilizing the Sourcewell agreement #121923-CDWG for technology products and services not to exceed $200,000 annually through February 27, 2028, with optional extensions of up to three additional one-year periods up to February 27, 2031.
3. Authorize annual expenditure in the amount not to exceed $200,000 for each vendor for FY 2025-26 and FY 2026-27 from various accounts in the General Fund, Library Fund, Water Fund, and Wastewater Fund.
4. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare the report is included in the FY 2025-26 General Fund Budget. Funding is included in the Adopted FY 2025-26 and 2026-27 General Fund, Library Fund, Water Fund, and Wastewater Fund Operating Budgets from various accounts.
Piggyback Agreements for IT Technology Products and Services August 26, 2025
BACKGROUND:
The City’s Information Technology (IT) Department is responsible for technology equipment replacement for City staff and the public at various City facilities. The City has approximately 725 desktops, laptops, and tablets with a lifecycle of typically four to five years. In addition, there are a number of switches, servers, and firewalls with a lifecycle of typically five to seven years. Technology equipment replacement takes place annually.
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join, an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. For technology products and services, cooperative programs generally afford better pricing based on their aggregate purchasing volume.
DISCUSSION/ANALYSIS:
Technology equipment is critical to the daily operations of City staff and provision of City services to the community. The City annually replaces a variety of technology equipment such as desktops, laptops, tablets, servers, switches, and firewalls. IT staff needs access to competitive pricing and the ability to quickly receive inventory in order to ensure ongoing operations.
In March 2022, the County of Ventura (County) issued a competitive Request for Proposals (RFP) to establish a contract for computer hardware and related services. The County awarded CompuWave an initial three-year agreement from November 4, 2022, through October 31, 2025, with the option to renew for up to two additional one-year periods through October 31, 2027. The County included language that allows other public agencies located in Ventura County to piggyback on the agreement.
In October 2023, Sourcewell, a local government unit and service cooperative for the State of Minnesota, issued a competitive RFP for technology products and services with related solutions which allows various public entities to participate in the cooperative agreement with the same prices, terms, and conditions. In March 2024, Sourcewell awarded CDW-G an initial four-year agreement from March 13, 2024, through February 27, 2028, with up to three additional one-year extensions through February 27, 2031.
Staff evaluated a variety of cooperative agreements and found that both the County contract #8926 with CompuWave and the Sourcewell agreement with CDW provide competitive, discounted pricing for various technology products and services. As the combined aggregate spend of technology products and services Piggyback Agreements for IT Technology Products and Services August 26, 2025
citywide exceeds the annual $75,000 threshold, staff requests City Council approval of the piggyback agreements with CompuWave (Attachment #1) and CDW (Attachment #2).
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Andrew Becker, Purchasing Supervisor
Gerard Fontes, IT Supervisor
Attachments:
Attachment #1 – Attachment #1 – CompuWave Piggyback Agreement Attachment #2 – CDW Piggyback Agreement
FIN: 370-10\gn\H:\COMMON\Council\2025\Administration\082625 IT Technology Products and Services Staff Report.docx