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HomeMy WebLinkAbout8 Purchase Computer Equipment Benda Item # Publicy District Memorandum To: Board of Directors From: Mary Chapman, Administrative Services Manager Date: January 30, 2004 SUBJECT: Consideration of authorizing staff to purchase computer equipment through the California Multiple Award Service contract issued by the State of California 1. WHY THIS ITEM IS BEFORE THE BOARD In 1997, the District upgraded the personal computers used in the District offices. That was more than 6 years ago. Since that time, we have bought some new computers, but the vast majority of personal computers have not been replaced since 1997. We sorely need to replace our computers to be able to take advantage of newer software and to improve staff efficiency. I'd say we got our monies worth. 2. HISTORY Also in 1997, the Board authorized staff to participate in the State purchasing program known as the California Multiple Service Award program (CMAS) to take advantage of the purchasing power of the State. Because the State of California has already gone out to bid on various equipment and technology, the District can take advantage of the legal bidding processes that the State has already followed. The State has a CMAS contract with Dell Computers for the equipment that we wish to purchase. 3. NEW INFORMATION I included in the budget$75,000 for new equipment. The total equipment that we wish to purchase on this purchase order is $70,758.41. Additionally, there may be some minor items such as upgrading operating system software for systems that we will be keeping and shipping costs that we will need to pay. The purchase includes 23 personal computers (3 of them are larger workstations for the engineers), 6 laptops and miscellaneous computer parts. I have attached a copy of the 1997 resolution entitled "Adoption of a policy authorizing the District to purchase materials, equipment and supplies through joint purchasing programs' for your review. RECOMMENDATION: That the Board authorize staff to purchase computer equipment in an amount not to exceed $75,000 through the State of California, California Multiple Award Service contract. RESOLUTION NO. 9718 • OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT ADOPTION OF POLICY AUTHORIZING THE DISTRICT TO PURCHASE MATERIALS, EQUIPMENT AND SUPPLIES THROUGH JOiNT PURCHASING PROGRAMS WHEREAS, California Public Contract Code Section 10324 authorizes the State of California to make purchases of materials, equipment or supplies, other than printed material, on behalf of any district or other local governmental body or corporation empowered to expend public funds for the acquisition of property, upon written request of such local agency, provided that the purchases can be made by the State upon the same terms, conditions and specifications at a price lower than the local agency can obtain through its normal purchasing procedures; and WHEREAS, purchases made by the State on behalf of local agencies pursuant to Public contract Code Section 10324 are subject to the State's competitive bidding requirements; and WHEREAS, the District wishes to participate in the State procurement program for purchasing materials, equipment, supplies or information technology products and services, other than printed • material, where the State can purchase items on the same terms, conditions and specifications as the District, but at a price lower than the District; and WHEREAS, the District wishes to participate in this State procurement program for purchasing materials, equipment, supplies and information technology products and services, when the State's competitive bidding procedures satisfy the competitive bidding procedures applicable to the District, California Public Contract Code Sections 20200 at seq; and WHEREAS, the District wishes to participate with other public agencies to jointly purchase materials, equipment, supplies, information technology products and services on the condition that the purchasing procedures comply with the District's competitive bidding requirements and items can be purchased on the same terms, conditions and specifications as the District, but at a price lower than the District alone; and WHEREAS, District staff has prepared a policy to authorize participation in this State procurement program and joint purchasing arrangements with other public agencies which is attached hereto and intended to be added to the Truckee Donner Public Utility Code as Section 3.08.050; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District adopts the above recitals as its findings; and BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District adopts the attached policy for purchasing materials, equipment, supplies, information • technology products and services under the State procurement program and directs that such policy be added to the District's Code. . PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the first day of October, 1997 by the following roll call vote: AYES: Aguera, Jones, Maass, Sutton and Hemig. NOES: None. ABSENT. None. TRUCKEF DONNER PUBLIC UTILITY DISTRICT By. Dv/l _ — Peter L. H lzmeister, lerk of the Board ATT Susan M. Craig, Deputy D' trict Clerk smc 3.06.010.1(D) In no event shall any single contract entered into under authority of this policy extend . for a period of greater than three months. 3.06.010.1(E) Prior to executing the contract, the Power Supply Engineer shall submit his recommendation to the General Manager of the District. After securing approval from the General Manager, the Power Supply Engineer is authorized to execute the contract. 3.06.010.1(F) The Power Supply Engineer shall inform the Board of Directors of any executed transaction by providing a copy of the transaction memorandum as part of the next monthly staff report. (Reso 9720) CHAPTER 3.08 PURCHASING Sections: 3.08.010 Bid Procedure 3.08.020 Procedure for Purchase of Commodities or Equipment Under$10,000 3.08.030 Bid Procedure for Issuance of Service Contracts Over $10,000 3.08.040 Procedure Of Issuance of Service Contracts Under$10,000 . 3.08.050 Joint Purchasing with the State and Other Public Agencies 3.08.010 Bid Procedure for Purchase of Commodities of Equipment over$10,000 - Prior to issuing a purchase order for the purchase of any item the dollar value of which exceeds ten thousand dollars ($10,000), the provisions of the Public Contract Code shall be followed, as more fully described in the following sections. 3.08.010.1 When a department head or the Buyer/Clerk determines that there is a need to issue a purchase order the amount of which exceeds ten thousand dollars ($10,040), he/she shall notify the General Manager by memorandum which states the purpose of the purchase, the budget or work order account number to be charged and the specification of the item or items to be purchased. 3.08.010.2 The General Manager shall review the memorandum and, if he approves the request, shall cause a public notice to be published in the Sierra Sun requesting interested parties to submit sealed bids. The bids shall be publicly opened and read at the date, and time and in the place specified in the public notice. 3.08.010.3 After the bids have been opened, the General Manager shall submit the matter to the Board of Directors with a recommendation regarding award of the purchase contract. 3.08.010.4 When calling for bids on equipment available locally or when selling surplus materials, equipment or property, the public notice shall be a small display ad in the Sierra Sun. If the • equipment or material to be purchased is not available locally, the ad shall be placed only in the public notice section of the newspaper. We 3 Page 3 . 3.08.010.5 The General Manager shall establish procedures to properly manage the process of notifying bidders of the results of the purchase and to implement the decision of the Board. 3.08.020 Procedure for Purchase of Commodities or Equipment Under $10,000 - Prior to issuing a purchase order for the purchase of any commodity or equipment, the dollar value of which exceeds five thousand dollars ($5,000), but is less than ten thousand dollars ($10,000), the following procedures shall be followed. 3.08.020.1 The General Manager, a department head or the Buyer/Clerk is authorized to issue a purchase order as defined in Section 3.08.020 after having first secured three informal telephone quotes recorded in writing. In securing the quotes, the vendors must be asked to state any price discount and any payment discount terms that the vendor will offer the District. In the event that three quotes cannot be obtained, the purchaser shall provide the General Manager with a written explanation and receive the Manager's approval prior to issuing the purchase order. 3.08.020.2 The purchase order shall be issued to the lowest responsive vendor taking into consideration price and payment discount terms and delivery date. 3.08.020.3 Purchase orders for the purchase of commodities or equipment the dollar value of which is less than five thousand dollars ($5,000) may be issued by the General Manager, any department head or the Buyer/Clerk from any vendor after considering price, terms and delivery schedule. 3.08.030 Bid Procedure for Issuance of Service Contracts Over$10,000- Prior to entering into • a contract for services, the dollar value of which exceeds ten thousand dollars ($10,000), the following procedures shall be followed. 3.08.030.1 The term "services" includes, but is not limited to, construction, maintenance or repair of District facilities, but does not include professional services such as legal, engineering, architectural or environmental services. 3.08.030.1 When the General Manager, a department head or the Buyer/Clerk determines that there is a need to issue a contract for a service to be performed the dollar amount of which exceeds ten thousand dollars ($10,000), he/she shall notify the General Manager by memorandum which states the purpose of the service, the budget or work order account number to be charged and the plan and/or specification of the service to be performed. 3.08.030.2 The General Manager shall review the memorandum and, subject to the provisions of Section 3.08.030.3, if he approves of the service, shall cause a public notice to be published in the Sierra Sun requesting interested parties to submit sealed bids. The bids shall be publicly opened and read at the date, time and location specified in the public notice. 3.08.030.3 If the service is such that plans and/or specifications need to be prepared by a consultant and the cost of the consulting service exceeds ten thousand dollars ($10,000), the General Manager shall submit the matter to the Board of Directors for consideration before authorizing the consultant to proceed. 3.08.030.4 If the service to be contracted is of a nature that will attract bids from local contractors, the public notice shall be in small display ad form in the Sierra Sun. In addition, the consultant will 40 place advertisements in the appropriate trade journals. If the project will not attract local bidders, Title 3 Page 4 the ad is to be placed only in the public notice section of the newspaper. 3.08.030.5 After the bids have been opened, the General Manager shall submit the matter to the Board of Directors with a recommendation regarding award of the service contract. 3.08.030.6 The General Manager shall establish procedures to properly manage the process of notifying bidders of the results of the award and to implement the decision of the Board. 3.08.040 Procedure of Issuance of Service Contracts Under $10,000 - Prior to issuance of a contract for a service the dollar amount of which is less than ten thousand dollars ($10,000), the following steps shall be followed. 3.08.040.1 The General Manager shall cause plans and/or specifications to be prepared. 3.08.040.2 Three informal telephone quotes shall be secured in writing. In securing quotes, the contractor shall be asked to state any price or payment discounts and a completion date. 3.08.040.3 The contract shall be awarded by the General Manager to the lowest responsive contractor taking into consideration price and completion date. 3.08.040.4 The General Manager may renegotiate and/or renew contracts upon their expiration. (Reso. 9611) 3.08.050 Joint Purchasing with the State of California and other public agencies.The District may purchase materials, equipment, supplies, information technology products and services through the State of California procurement program and jointly with other public agencies in accordance with the following procedures. 3.08.050.1 Notwithstanding any other provision of this Chapter, the District may purchase materials, equipment or supplies, other than printed material, from the State of California through its procurement program under Public Contract Code Section 10324 and jointly with other public agencies, provided that: 3.08.050.1(A) The District approves specifications for any purchase of materials, equipment or supplies, information technology products and services; 3.08.060.1(B) The cost of such items is ten thousand dollars ($10,000) or more; 3.08.050.1(C) The State or public agency has solicited or advertised for bids in a manner which complies with the competitive bidding requirements applicable to the District; and 3.08.050.1(D) The State or public agency purchases such items at a price lower than the District can obtain through its purchasing procedures. 3.08.050.2 The District shall reimburse the State or other public agency for any charge made to the District for purchasing services. 3.08.050.3 Notwithstanding any other provisions of this Chapter, the District may purchase materials, equipment, supplies, information technology products, programs and services other than Title 3 Page 5 printed material, from the State of California through its procurement program, or jointly with other • public agencies, when the cost of such items is less than ten thousand dollars ($10,000) when the District determines that it is in its best interests to do so. (Reso. 9718 & 9807) CHAPTER 3.12 ACCOUNTS RECEIVABLE Sections: 3.12.010 Sundry Account Billing 3.12.020 Delinquent Accounts Receivable 3.12.010 Sundry Account Billing - A sundry account is a bill rendered by the District to a party to whom the District has rendered a service or provided a good for which the District charges a fee but shall not be any service or good which is billed to a customer of the District through the normal monthly utility billing system. It is the policy of the District to protect the assets of the District by promptly issuing bills for goods or services rendered, and by following well established follow-up procedures to insure that bills are paid in a timely manner. . 3.12.010.1 This policy shall apply to the billing and collection of sundry accounts. 3.12.010.2 When any department of the District notifies the Administrative Services Department that a billable service or good has been provided, the Administrative Services Department shall promptly render a bill to the appropriate party. The sundry account bill is due and payable 19 days after the billing date. 3.12.010.3 If the Bill remains unpaid after 30 days, the bill shall be considered delinquent and shall be assessed a late charge in accordance with current District policy, and a second request for payment shall be promptly mailed. 3.12.010.4 Deleted by Resolution 9611. 3.12.010.5 If the bill remains unpaid after 60 days, the General Manager shall cause collection proceedings to commence, which may include initiation of action at Small Claims Court. 3.12.010.6 The General Manager is authorized to act within his discretion to alter the time periods set forth in this policy when a sundry account customer is cooperating with the District in resolving an unpaid bill. 3.12.010.7 Deleted by Resolution 9611. (Minute Order 89-44, Reso 9611) • 3.12.020 Delinquent Accounts Receivable-At the end of June and December of each year, the Title 3 Page 6