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