Mayor and Council

   For the meeting on:

  January 14, 2013
   Department:   Finance
   Division:  Purchasing
   Responsible staff:  Jonathan Pierson, Contract Specialist
  phone: (240) 314 - 8433

Approval to Utilize and Make Multiple Awards off of Various New State of Maryland, Department of Information Technology Contracts, as Needs Arise, up to an Aggregate Amount not to Exceed $500,000 per Fiscal Year Through June 30, 2028.

Staff recommends that the Mayor and Council allow the Purchasing Division to utilize and make multiple awards off of various, new State of Maryland, Department of Information Technology Contracts, as needs arise, up to an aggregate amount not to exceed $500,000 per fiscal year through June 30, 2028.

The State's previous contracts, which Mayor and Council approved for use on June 15, 2009, began to expire in October 2012. The new contracts started becoming available for use in November 2012, with
15-year terms.

Use of the State's contracts in the past has greatly expedited the best value acquisition of information technology goods and services for the City. Additionally, utilizing contractors who have been pre-qualified by the State has greatly reduced risks associated with poor and/or non-performance, while also recognizing significant cost savings and/or avoidance. Procurements generally consist of software, hardware and peripherals, as well as telecommunication equipment and services.

Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.

Procurement Information
The Rockville City Purchasing Ordinance, Section 17-71, "Cooperative Procurement" states that the City may contract with any contractor who offers goods per the same terms as provided to other state or local governments, as long as, the contract was awarded through a competitive procurement procedure similar to the City's. Additionally, the State has specifically extended these contracts to local governments and encourages their use by local governments.

Fiscal Impact
The City's Information and Technology Department will encumber funds for individual needs, as they arise, using the City's automated requisition system, which will ensure that funding is available. As always, use of the funds will be subject to appropriation by the Mayor and Council each year. Funding for acquisitions will primarily be derived from the consulting services, data processing services, contract services, computer supplies, computer equipment and computer software Information and Technology Department expenditure accounts. In some instances, acquisitions will be funded from other accounts, including grant funded CIP projects and expenditure accounts from other City departments.

Next Steps
Upon Mayor and Council approval, the Purchasing Division will award purchase orders, which ride the State of Maryland, Department of Information Technology contracts as needed and as requisitioned and/or approved by the City's Information Technology Department. Where practicable and in the best interest of the City, the internal steps and processes the State has set up for its agencies to ride the contracts will be replicated.

Department Head:

Gavin Cohen, Chief Financial Officer
Approved on: 01/08/2013

City Manager:

Approved on: 01/09/2013