HomeMy WebLinkAboutItem 2d - Purchase of computer workstations and monitors�o
STAFF REPORT
Administrative Services Department
DATE: August 6, 2013
TO: Mayor and City Council
FROM: Hue Quach, Administrative Services Director
Jeff Wagner, IT Consultant
SUBJECT: APPROVE THE PURCHASE OF COMPUTER WORKSTATIONS
AND MONITORS FROM DELL COMPUTER CORPORATION IN
THE AMOUNT OF $52,500 AND AUTHORIZE A COOPERATIVE
PURCHASE USING THE WESTERN STATES CONTRACTING
ALLIANCE BID CONTRACT
Recommendation: Approve
SUMMARY
As part of the annual Computer Replacement Program, it is recommended that
the City Council authorize a purchase in the amount of $52,500 from Dell
Computer Corporation for replacement (51) 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 2013 -2014 Budget.
BACKGROUND
Standardization and regular upgrades 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 purchase the "latest" by carefully planning computer resources 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 but with consideration to limited budget resources that are
available.
DISCUSSION
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
Computer Replacement FY 2013 -14
August 6, 2013
Page 2 of 3
computers over a five year life cycle. To achieve this goal, the City would need
to replace approximately 70 computers annually.
Arcadia's desktop computers, at one time, were on a 5.8 year life cycle. Due to
budgetary constraints, the City is currently on a life cycle of 7 years for each
computer. Although our extended life cycle can create limitation and functionality
issues with newer software, 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 consistencies and functionality
problems. The extended Iifecycle has also been less of an issue as the rate of
advancement in technology has slowed.
Given those reasons and in conjunction with the current Computer Replacement
Program, the adopted FY 20130 -14 Budget includes funding to complete the
acquisition of replacement workstations in the following departments:
Administrative Services
5
Workstations
City Clerk
1
Workstations
Development Services
9
Workstations
Fire
10
Workstations
Library
9
Workstations
Recreation
8
Workstations
Public Works
9
Workstations
Total:
51
The City frequently utilizes another agency's 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 purchasing contracts with Dell, Gateway, Hewlett- Packard, Howard,
IBM, and MPC -G. Staff has reviewed the bidding process as well as the contract
with Dell Computer Corporation and is confident both measures meet City
requirements and specifications.
FISCAL IMPACT
The total cost of proposed computers and monitors replacement is $52,500.
Funds have been budgeted and approved in the Fiscal Year 2013 -14 Equipment
Replacement Fund for this acquisition.
Computer Replacement FY 2013 -14
August 6, 2013
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
approve the purchase of computer workstations and monitors from Dell
Computer Corporation in the amount of $52,500 and authorize a cooperative
purchase using the Western States Contracting Alliance bid contract.
Approved_
Dominic Lazzarett�
City Manager