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HomeMy WebLinkAboutItem 2e - Purchase of Computers and related itemsG~�CollN F mco.o...tca A.gu 5, 1903 °� °�==Yof °��� STAFF REPORT Administrative Services Department DATE: December 16, 2014 TO: Honorable Mayor and City Council FROM: Hue Quach, Administrative Services Director Jeff Wagner, IT Consultant SUBJECT: PURCHASE OF COMPUTERS, MONITORS, SOFTWARE, AND RELATED PERIPHERALS FROM DELL COMPUTER CORPORATION IN ACCORDANCE WITH THE CITY'S COMPUTER REPLACEMENT PROGRAM Recommendation: Approve SUMMARY It is recommended that the City Council authorize a purchase in the amount of $90,000 from Dell Computer Corporation for replacement (60) computer workstations, monitors, software, and relevant peripherals. The formal bidding requirements have been satisfied and funds were approved for this acquisition as part of the Fiscal Year 2014 -15 Budget. BACKGROUND Computer technology continues to develop and advance but these changes also create on -going compatibility challenges between software and hardware. Standardization of computer hardware and software is necessary in order to use the available technology efficiently. The Computer Replacement Program is an effort to carefully plan our needs of 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 while considering the limited budget resources that are available. Other goals of the Computer Replacement Program are to: • Ensure that each staff member who uses computing resources in their position has access to a computer of sufficient capability to support basic computing needs in fulfillment of their work responsibilities. • Ensure that appropriate computing resources are available in departmental offices in support of the mission of the City. Computer Replacement Program Purchases December 16, 2014 Page 2 of 3 • Implement minimum standards for computing resources by increasing the supportability of the City's installed base of equipment. • Streamline the specification, acquisition, and deployment of new equipment and re- deployment or disposal of old equipment. • Stay current to allow continuing efficiency and productivity but also remaining compliant with newer technology for ongoing support from technology corporations such as Microsoft. • Review and analyze with the purpose of determining the cost effectiveness and economic benefits of going to new versus keeping older technology. DISCUSSION The City's IT program incorporates the industry standard goal of replacing computers over a five year life cycle. To achieve this, the City would need to replace approximately 70 computers annually. Over the last three years, in response to actual needs as well as cost cutting measures, the City has averaged a 16% replacement cycle for computers, which equates to a life cycle of 6.25 years. Although the extended life cycle can create limitations and functionality issues with newer software, IT staff has prioritized replacing computers that are used more heavily and contain applications which require greater performance hardware in hopes of limiting consistencies and functionality problems. To date, the extended timeline has not caused any significant issues. For Fiscal Year 2014 -15, the following workstations are scheduled to be replaced: Department Quantity Administrative Services 5 City Clerk 2 City Manager 1 Development Services 6 Fire 4 Library 13 Police 16 Public Works 12 Recreation 1 Total: 60 Computer Replacement Program Purchases December 16, 2014 Page 3 of 3 The City frequently utilizes other 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. This contract is at the end of its 5 year term; however, it still provides the most competitive pricing when compared to contracts available for "piggy backing" today. 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 and provide the best pricing available. FISCAL IMPACT The total cost of proposed computers, monitors, software, and relevant peripherals is estimated to be $90,000. Funds have been budgeted and approved in the Fiscal Year 2014 -15 Equipment Replacement Fund for this acquisition. RECOMMENDATION It is recommended the City Council approve the purchase of computers, monitors, software, and related peripherals from Dell Computer Corporation in the amount of $90,000 and authorize a cooperative purchase using the Western States Contracting Alliance bid contract. Approv ,t; Dominic Lazzar CIty Manager