o Torrance Courxty P. 0. Box 48 205 South Ninth Street Estancia, NewMexico 87016 505-544-4700
April 14 2020 Ryan Schwebach, Chair Noah Sedil District 2 Procuremen
Javier Sanchez
Tfce-Chair RE: Sole Source / Home Delivery Justification District 3
Kevin McCall Background District 1 Tuesday, April 14, 2020 Emergency Manager Matt Propp received authorization to Tracy Sedillo purchase 4 new laptops to be used during the COIVD-19 emergency for EOC functions and Treasurer to facilitate essential BCC meetings. The County has adopted a policy of continuing the statutorily required practice of holding public meetings. The public is allowed into the Linda Jaramillo Clerk Torrance County Commission Chambers but encouraged to attend the meetings via the County's phone bridge or listen on live radio. Interactivity has been a major failing of the Jesse Lucero current meeting approach, so the County acquired a Zoom meeting account which allows Assessor participation via the Internet including both video and audio.
Martin Rivera The County's annual budget meeting was originally scheduled for April 8'h, but was Sheriff deferred due to the public's inability to participate and have the option of viewing presentations. The purchase of these items will allow for maximum public participation Josie Chavez Probate Judge during the County's required public meetings and facilitate Emergency Operations functions including meetings, du the COVID-19 emergency. Wayne A. Johnson In order to achieve the desired outcome the County identified the necessary equipment County Manager and contacted existing vendors to procure the equipment. All vendors indicated that they would be unable to provide the equipment in time for the County to proceed with its budget meetings or potentially before the end of the COVID-19 emergency declaration. The County was able to identify Amazon.com as a source for 3 of the four laptops and other cables, audio cards, etc. that could be received within 7 days and in time to use for the budget hearings.
Significant Issues
This is a sole source procurement over the County's 52,499 procurement limit. Receipt of County property at the County Manager's home address, is a technical violation of the County's Code of Conduct. The County declared an Emergency March 23rd, 2020 directing the County Manager and County departments to "utilize County resources and to do everything reasonably possible" to respond and recover from the outbreak. Traditional vendors were unable to provide the required equipment in a timely
manner. New Mexico DHSEM authorized purchase of the equipment under the Governor's Emergency order. Reimbursement under the COVID-19 emergency would likely be denied if the equipment was received after the end of the Governor's emergency order. The imposed health order from the NM Secretary of Health, requires the public to maintain social distancing of at least 6 feet apart and limits the number of people in a room to 5. Substantial compliance with existing health orders requires the use of technology to achieve maximum public participation and access, as required by state law.
Determination
In consultation with the County's Finance Director and Procurement Manager, the County Manager determined that purchasing the items using the County credit card through Amazon.com would fall under the Commission's directive to do "everything reasonably possible". The items would be purchased as a justifiable sole source and would be received by the Manager at his home address. After receipt, the items would be verified, checked-in, and tagged by the Procurement Manager.
Submitted by:
ne A. J hnson un Mana Page : 1 PURCHASE ORDER
Ship To: 35093
TORRANCE COUNTY PO BOX 48 205 9TH STREET ESTANCIA NM 87016 0048
ADDRESS ALL CORRESPONDENCE TO: NOTICE: This order number must appear on all invoices and shipping TORRANCE COUNTY containers. Invoices are to be issued in DtJPLICATE and CERTIFIED as follows: ATTN:ACCOUNTS PAYABLE po. BOX 48 "I certify that the above bill is correct and just and that no payment therefore ESTANCIA,NEWMEXICO 87016 has been received. No state or local taxes included.
WWW.TORRAl'JCECOtTNTYNM.ORG B7:
UNIT QUANTITY ARTICLE AND DESCRIPTION LINE ITEM EST. ACTUAL COST
COVID-19 ZOOM TELECONFERENCING EQUIPMENT FOR COMMISSION MEETING 1199.00 3.00 VCI HP PROBOOKS 650 835-01-2225 3597.00 264.99 1.00 LOGITECH C920-000767 USB 835-01-2225 264.99 HD PRO WEBCAM 8.40 1.00 SABRENT USB EXTERNAL STEREO 835-01-2225 8.40 ADAPTER 30.99 1.00 KABELDIEREKT 4K HDMI CABLE 835-01-2225 30.99 5.98 2.00 ADECCO LLC 3.5MM STEREO JACK 835-01-2225 11.96 8 . 99 1.00 MOREEAD HDMI TO VGA ADAPTER 835-01-2225 8.99 34.54 1.00 STARTECH 30 FT RCA CABLE 835-01-2225 34.54 202.78 1.00 TAXES 835 - 01- 2225 202.78
4159.65
VENDOR: 5027 BANK OF AMERICA
ixii' 4/14/20
PURCHASING AGENT SIGNATURE h i uu I A 74y-""'r7"p;R-R-At4e=H-qa5U:N;TY - Requisition For Purchase
Date4-ia-zozo Line Item Amount Line Item
Department Emergency Manager/Manager Audit
Vendor #5408 835-01-2225 Vendor Name and Complete Address: 4159.65 02,
Bank of America
Business Advantage
# Quantity Description Unit Cost Total Cost
I 3 VCI HP Probooks 650 ii gg $ 3,597.00 2 1 Logitech C920-000767 USB HD Pro Webcam 264.99 $ 264.99 3 1 Sabrent USB External Stereo Adapter 8.4 $ 8.40 4 1 KabelDierekt 4K HDMI Cable 30.99 $ 30.99 5 2 ADECCO LLC 3.5mm stereo jack 5.98 $11 .96 6 1 Moreead HDMI to VGA adapter 8.99 $ 8.99 7 1 Startech 30 ft RCA cable 34.54 $ 34.54 GRAND TOT AL COST $ 3,956.87
QUOTES I gJOral ,J ritten (Copies Attached) ILl IGSA COntraCt (Copy Attached) Vendor I Vendor 2 i Vendor 3 # I 2 3 4 5 6 7
Rev. 07/2019 CE(;o" " TO=RRAN-C,E CO=UN.TY Requisition For Purchase
Date4-14-2020 Line Item Amount Line Item
Department Emergency Manager/Manager Audit
Vendor #5408 835-01-2225 Vendor Name and Complete Address: 4159.65 (Zi
Bank of America
Business Advantage
# Quantity Description Unit Cost Total Cost
I 1 taXeS 202.78 $ 202.78
2 $ 0.00 3 $ 0.00 4 $ 0.00 5 $ 0.00 6 $ 0.00 7 $ 0.00
GRAND TOT AL COST $ 202.78
QUOTES II iOral ,,J ritten (Copies Attached) I1, IIGSA ContraCt (Copy Attached) Vendor I Vendor 2 Vendor 3 # I 2 3 4 5 6 7
i ' 't
Rev. 07/2019 Amazon.com - Order 114-9588638-3040210 https://www.amazon.com/gp/css/summary/print.html/ref=ppx 3o...
Details for Order #114-9588638-3040210 Print this paqe for your records.
Order Placed: April 14, 2020 Amazon.com order number: 114-9588638-3040210 Order Total: $3,781.35
Not Yet Shipped
Items Ordered Price 3 of: VCI HP ProBook 650 15-Inch Laptop, Intel i7-8650U Quad Core, 16GB $1,199,00 RAM, 256GB NVMe SSD, DVD-Writer, 15.6" Full HD Display, Windows 10 Pro, 13 Hour Battery Run Time, 3-Year Warranty Sold by: Vision computers ()
Condition: New
Shipping Address: Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 United States
Shipping Speed: Two-Day Shipping
Payment information
Payment Method: Item(s) Subtotal: $3,597.00 MasterCard l Last digits: 9040 Shipping & Handling: $0,00 Reference number: 35093 Total before tax: $3,597.00 Billing address Estimated tax to be collected: $184.35 Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 Grand Total:$3,781.35 United States
To view the status of your order, return to Order Summary.
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l of l 4/14/2020, 5:38 PM Amazon.com - Order 114-3725948-1489831 https://www.amazon.com/gp/css/summary/print.html/ref-ppxyo...
amaz-on.co;m
Details for Order #114-3725948-1489831 Print this paqe for your records.
Order Placed: April 14, 2020 Amazon.com order number: 114-3725948-1489831 Order Total: $278.57
Not Yet Shipped
Items Ordered Price 1 of: Logitech C920 960-000767 USB HD Pro Webcam $264.99 Sold by: Bilsonic ()
Condition: New
Shipping Address: Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 United States
Shipping Speed: Two-Day Shipping
Payment information
Payment Method: Item(s) Subtotal: $264.99 MasterCard I Last digits: 9040 Shipping & Handling : $0.00 Reference number: 35093 Total before tax: $264.99 Billing address Wayne A Johnson Estimated tax to be collected : $13.58 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 Grand Total:$278.57 United States
To view the status of your order, return to Order Summary.
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1 of 1 4/14/2020, 5:40 PM Amazon.com - Order 114-5432021-4308203 https://www.amazon.com/gp/css/summary/print.html/ref=ppxyo.,,
Details for Order #114-5432021-4308203 Print this paqe for your records.
Order Placed: April 14, 2020 Amazon.com order number: 114-5432021-4308203 Order Total: $8.40
Not Yet Shipped
Items Ordered PriCe 1 of: Sabrent USB External Stereo Sound Adapter for Windows and Mac. Plug and $7.99 Play No Drivers Needed. (AU-MMSA) Sold by: Amazon.com Services LLC
Condition: New
Shipping Address: Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 United States
Shipping Speed: Two-Day Shipping
Payment information
Payment Method: Item(s) Subtotal: $7.99 MasterCard l Last digits: 9040 Shipping & Handling: $0.00 Reference number: 35093 Total before tax: $7.99 Billing address Estimated tax to be collected: $0.41 Wayne A Johnson 8809 0SUNA RD NE Grand Total:$8.40 ALBUQUERQUE, NM 87111-2141 United States
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1 of l 4/14/2020, 5:40 PM Amazon.com - Order 114-8847351-4931427 https://www.amazon.com/gp/css/summary/prxnt.html/ref=ppx yo...
amaZOn.com' %,,=7
Details for Order #114-8847351-4931427 Print this paqe for your records,
Order Placed: April 14, 2020 Amazon.com order number: 114-8847351-4931427 Order Total: $90.92
Not Yet Shipped
ItemsOrdered Price 1 of: KabelDirekt 4K HDMI Cable & HDMI Cord with Full Metal Connectors - 40 ft - $30.99 US Version - Supports all features (4K@60HZ UltraHD 3D,1080p FullHD,ARC,Highspeed with Ethernet & ideal for PS4/XBOX & HDTV) Sold by: KabelDirekt Products ()
Condition: New 2 of: Adecco LLC 3.5mm Gold 1/8 Stereo Mini Jack Male to 2 Female RCA Adapter $5.98 Audio (Male to 2 Female) Sold by: Adecco ()
Condition: New 1 of: Moread HDMI to VGA, Gold-Plated HDMI to VGA Adapter (Male to Female) $8.99 for Computer, Desktop, Laptop, PC, Monitor, Projector, HDTV, Chromebook, Raspberryr Pi, Roku, Xbox and More - Black Sold by: MoreadDirect () I Product question?
Condition: New 1 of: StarTech.com 30 ft Premium Stereo Audio Cable RCA - M/M - 2 x RCA, 2 x $34.54 RCA - Audio Cable External - Black (AUDIORCA30) Sold by: Amazon.com Services LLC
Condition: New
Shipping Address: Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 United States
Shipping Speed: One-Day Shipping
Payment information
Payment Method: Item(s) Subtotal: $86,48 MasterCard I Last digits: 9040 Shipping & Handling: $0.00 Reference number: 35093 Total before tax: $86.48 Billing address Estimated tax to be collected: $4.44 Wayne A Johnson 8809 0SUNA RD NE ALBUQUERQUE, NM 87111-2141 Grand Total:$90.92 United States
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Order Number: 114-3725948-1489831 * Logitech C920 960-000767 us... will be shipped to Wayne A Johnson by Bilsonic. Delivery: April 20, 2020 Order Number: 114-5432021-4308203 * Sabrent USB External Stereo So... will be shipped to Wayne A Johnson by Amazon.com. Delivery: April 22, 2020 Order Number: 114-8847351-4931427 ii KabelDirekt 4K HDMI Cable & H... will be shipped to Wayne A Johnson by Amazon.com. Delivery: April 18, 2020 * StarTech.com 30 ft Premium st... will be shipped to Wayne A Johnson by Amazon.com. Delivery: Aprill8, 2020 * 2 items will be shipped to Wayne A Johnson by Amazon.com. Delivery: April 18, 2020 @ Moread HDMI to VGA, Gold-Plat... will be shipped to Wayne A Johnson by Amazon.com. Delivery: April 18, 2020 Order Number: 114-9588638-3040210 * 3 items will be shipped to Wayne A Johnson by Vision computers. Delivery: April 20, 2020
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