HomeMy WebLinkAboutItem 2f: Purchase of computer workstations and monitors.T iil`'
Date: February 19, 2013
To: Mayor and City Council
STAFF REPORT
Administrative Services Department
From: Hue Quach, Administrative Services Director
Subject: AUTHORIZE A PURCHASE OF COMPUTER WORKSTATIONS
AND MONITORS FROM DELL COMPUTER CORPORATION IN
THE AMOUNT OF $69,250 AND AUTHORIZE A COOPERATIVE
PURCHASE USING THE WESTERN STATES CONTRACTING
ALLIANCE BID CONTRACT
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize a purchase in the amount of
$69,250 from Dell Computer Corporation for replacement of (59) computer
workstations, monitors, and software. The formal bidding requirements have
been satisfied and funds were approved for this acquisition as part of the Fiscal
Year 2012 -13 Budget.
BACKGROUND
Computer technology continues to develop and advance but these changes also
create ongoing compatibility challenges between software and hardware.
Standardization of computer hardware and software are necessary in order to
use the available technology efficiently. The Computer Replacement Program is
an effort to reduce the dependency and the inclination to simply purchase the
"latest" by carefully planning with centralized purchasing system and
standardization of the desktop computing environment. The overall goal of the
Program is to ensure that computing resources are up -to -date, cost effective, and
available to all staff while still considering the limited budget resources that are
available.
An assessment of the City's IT program was conducted in past years and among
the recommendations was to incorporate the industry standard of replacing
computers over a five year life cycle. To achieve this goal, the City would need
to replace approximately 70 computers annually.
FY 2012 -13 Replacement Computer Purchase
February 19, 2013
Page 2 of 3
Arcadia's desktop computers, at one time, were on a 5.8 year life cycle. Due to
budgetary constraints, the City has been replacing approximately 13% of the
existing 350 computers annually, which equates to a life cycle of 8 years for each
computer. Although the extended life cycle can create limitation and functionality
issues with newer software, the City's IT staff has adopted the policy to put a
priority on computers that are used more heavily and contain applications which
require greater performance hardware in hopes of limiting inconsistencies and
functionality problems.
To further minimize computer problems, it is essential that the City
replace /upgrade computer hardware for functionality. As an example, software
such as Microsoft Windows 7 and Microsoft Office 2010 require specific minimum
requirements, which many current machines do not meet.
DISCUSSION
Given those reasons and in conjunction with the current computer replacement
program, the acquisition of replacement workstations is proposed for the
following departments for the current Fiscal Year:
Administrative Services
City Clerk
City Manager
Development Services
Fire
Library
Recreation
Police
Public Works
Total:
5
Workstations
1
Workstations
3
Workstations
6
Workstations
8
Workstations
9
Workstations
4
Workstations
15
Workstations
8
Workstations
59
The City frequently utilizes other agencies' formal bidding process as an efficient
method of purchasing equipment while still remaining within the City's adopted
rules and procedures. The Western States Contracting Alliance solicited
competitive bids for computer equipment in September 2009 and entered into
five -year term purchasing contracts with Dell, Gateway, Hewlett- Packard,
Howard, IBM, and MPC -G. The bidding processes as well as the contract with
Dell Computer Corporation have been reviewed and both measures meet City
requirements and specifications.
FY 2012 -13 Replacement Computer Purchase
February 19, 2013
Page 3 of 3
FISCAL IMPACT
The total cost of the proposed replaced computers and monitors is $69,250.
Funds have been budgeted in the Fiscal Year 2012 -13 Equipment Replacement
Fund for this acquisition.
RECOMMENDATION
It is recommended the City Council authorize a purchase of computer
workstations and monitors from Dell Computer Corporation in the amount of
$69,250 and authorize a cooperative purchase using the Western States
Contracting Alliance bid contract.
Dominic �Lazza �f
City Manager