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ftiOQ! �0? lu, 7L PURCHASE OF LAPTOP COMPUTERS —DEPARTMENT OF EMERGENCY SERVICES — REQUEST FOR WAIVER OF FORMAL BID PROCESS — PURCHASE APPROVED BYBOARD 8/12/97 USING EXISTING EMPA GRANT FUNDS The Board reviewed a Memorandum of August 29, 1997: TO: Board of County Commissioners THROUGH: James E. Chandler County Administrator FROM: Doug Wright, Director Department of Emergency Services DATE: August 29, 1997 SUBJECT: Request for Waiver of Formal Bid Process for Prior Approved (BCC Agenda Item Dated August 12, 1997) Purchase of Laptop Computers Utilizing Existing EMPA Grant Funds It is respectfully requested that the information contained herein be given formal consideration by the Board of County Commissioners at the next scheduled meeting. DESCRIPTION AND CONDITIONS: At the Board of County Commissioners' meeting on August 12, 1997, the purchase of four laptop computers utilizing existing funds from the fiscal 1996-97 EMPA Base Grant was approved by the Board. The estimated unit cost of $1,800 was based on various special sales currently in progress for models which are being discontinued by the manufacturer but which met specifications, which included an active matrix monitor. The County Purchasing Manual requires three quotes on purchases of $1,000 to $5,000, and a formal bid process for purchases in excess of $5,000. Due to the fact that all current fiscal year EMPA grant purchases must be completed and the merchandise received prior to September 30, there is insufficient time to go out to bid on this purchase. If the purchase is not completed by September 30, 1997, the monies must be returned to the State. Staff attempted to piggyback off an existing contract or purchase the laptops utilizing a state contract vendor. The Purchasing Manager has advised staff that there are no existing contracts in force anywhere in the State of Florida from which this purchase could be piggybacked. The price available from state contract vendors for comparable equipment ranges from a unit cost of $2,750 to $3,000. At that price, staff would only be able to purchase two computers because insufficient funds are available to purchase the original four as prior approved by the Board. Staff would like to be able to take advantage of the various special prices currently being offered on discontinued models by a number of non -state contract vendors which would afford staff more product for the money. ALTERNATIVES AND ANALYSIS: At this time, the alternatives are to (1) forego the purchase and return the monies to the State; (2) purchase two laptops from a state contract vendor; or (3) obtain permission from the Board to waive the formal bid process and purchase the laptops from a non -state contract vendor based on the best price available after obtaining three quotes in lieu of returning the grant funds to the State for re -allocation to other counties. RECOMMENDATION: Staff respectfully recommends approval of alternative (3), waiver of the formal bid process and purchase of the laptops from a non state contract vendor based on the.best price available after obtaining three quotes. SEPTEMBER 9, 1997