Title
An Ordinance approving the use of a cooperative purchase agreement between Cooperating School Districts of Greater Kansas City, Inc. and Alexander Open Systems, Inc., contract # C062518, to purchase hardware, software, and services. (F&BC 11/5/18)
Body
Issue/Request:
Information technology services is seeking approval to use an existing contract between Alexander Open Systems, Inc. ("AOS") and Cooperating School Districts of Greater Kansas City, Inc. to lower the City's costs for needed IT equipment, software, and services.
Key Issues:
• Information Technology Services (ITS) regularly acquires computers, monitors, servers, network equipment, software license and maintenance, and services as a core component of our services to City Departments.
• ITS seeks competitive existing contracts to facilitate purchasing, minimize time lost to the purchasing process and achieve pricing that is advantageous for the City.
• The pricing available with this contract is more competitive the similar existing state contracts used in the past.
• Funds for purchases under this agreement have been budgeted as part of the ITS budget, Managed Equipment Replacement Program (MERP), Software License Enterprise Replacement Program (SLERP) or as part of a budget approved capital expansion.
• Purchases made under this contract will be made following the existing Procurement Policy.
• ITS regularly requests pricing from multiple contract vendors to get the best possible pricing.
Proposed Council Motion:
FIRST MOTION: I move for second reading of An Ordinance approving the use of a cooperative purchase agreement between Cooperating School Districts of Greater Kansas City, Inc. and Alexander Open Systems, Inc., contract # C062518, to purchase hardware, software, and services.
SECOND MOTION: I move for adoption of An Ordinance approving the use of a cooperative purchase agreement between Cooperating School Districts of Greater Kansas City, Inc. and Alexander Open Systems, Inc., contract # C062518, to purchase hardware, software, and services.
Background:
The City of Lee’s Summit Information Technology Services regularly replaces hardware, upgrades and maintains software, and acquires service as a part of its responsibilities serving the needs of City Departments. The MERP and SLERP programs are funded annually, and require the replacement of hundreds of devices annually. New projects and capital expansions approved in the budget add to the number of devices requiring department attention. Utilizing piggyback contracts saves ITS and Finance time, allows for higher service levels, and provides pricing that is market place competitive.
Cooperating School Districts of Greater Kansas City, Inc. is a 501(c)(3) non-profit that, among other things, provides cooperative purchasing services to schools districts through the greater Kansas City metro area. It's cooperative purchase agreement with AOS provides the City with access to competitive prices for hardware, software and ITS services and will improve the effectiveness and efficiency of the ITS and Finance departments.
Presenter
Stephen L. Marsh, Chief Technology Officer
Recommendation
Recommendation: Staff recommends approval of An Ordinance approving the use of a cooperative purchase agreement between Cooperating School Districts of Greater Kansas City, Inc. and Alexander Open Systems, Inc., contract # C062518, to purchase hardware, software, and services.
Committee Recommendation
Committee Recommendation: Motion by Mayor Pre Temp Lopez, seconded by Councilmember Edson, this Ordinance was recommended for approval to the City Council - Regular Session due back on 11/13/2018. The vote was unanimous.