Loading...
HomeMy WebLinkAboutItem 11h - Purchase of Computer Workstations and MonitorsDate: June 4, 2019 To: Honorable Mayor and City Council From: Hue Quach, Administrative Services Director By: Wilson Luo, Information Technology Manager Subject: PURCHASE ORDER WITH DELL COMPUTER CORPORATION THROUGH A COOPERATIVE PURCHASING AGREEMENT UNDER CALIFORNIA STATE PROCUREMENT CONTRACT (CONTRACT NUMBER 1-17-70-01A) FOR THE PURCHASE OF COMPUTER WORKSTATIONS AND MONITORS IN THE AMOUNT OF $70,000 Recommendation: Approve SUMMARY It is recommended that the City Council approve, and authorize a purchase in the amount of $70,000 from Dell Computer Corporation for replacement of (70) computer workstations, monitors, and operating systems. The formal bidding requirements have been satisfied and funds were approved for this acquisition as part of the Fiscal Year 2018-19 Equipment Replacement Fund 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 is 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 through a 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 2018-19 Computer Replacement Purchase June 4, 2019 Page 2 of 3 DISCUSSION Due to budget limitations of past years, there were periods in which the annual replacement of 70 computers was not possible. Therefore, at this time, Arcadia has 117 computers aged beyond the five-year life cycle. All 117 computers are running the soon-to-be unsupported Microsoft Windows 7 operating system. Microsoft has announced that the Windows 7 operating system will no longer be supported effective Jan 1, 2020. Patches and updates will stop at end of December 2019, leaving systems susceptible to exploit and will pose a security risk to City’s entire network. The current proposal is to replace 70 computers and i t is anticipated that, with the adoption of the following Fiscal Year’s budget, the remaining 47 computers with the Microsoft Windows 7 operating system will be replaced before the end of the 2019 calendar year. To further minimize computer problems and risk, it is essential that the City replace/upgrade computer hardware for functionality and security. As an example, software such as Microsoft Windows 10 and Microsoft Office 2016 are the standard operating software and require specific minimum hardware requirements, which many current machines do not meet. Given those reasons and in conjunction with the current computer replacement program, the acquisition of 70 computers is proposed for the following departments in this round of replacement: Administrative Services 5 Workstations Development Services 5 Workstations Fire 17 Workstations Library & Museum Services 15 Workstations Recreation & Community Services 13 Workstations Police 5 Workstations Public Works Services 10 Workstations Total: 70 Workstations The City frequently utilizes state and county agencies’ formal bidding processes as an efficient and competitive method of purchasing equipment while still remaining within the City’s adopted rules and procedures. The California State eProcurement Program solicited competitive bids for computer equipment and entered into annual term purchasing contracts with Dell, Gateway, Hewlett-Packard, Howard, IBM, and MPC-G through a select group of resellers. The bidding processes, as well as the contract with the resellers, have been reviewed and both measures meet City requirements and specifications. FY 2018-19 Computer Replacement Purchase June 4, 2019 Page 3 of 3 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no imp act on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The total cost for the proposed replacement computers, software, and monitors is $70,000. Funds have been budgeted in the Fiscal Year 2018-19 Equipment Replacement Fund for this yearly acquisition. RECOMMENDATION It is recommended that the City Council approve a Purchase Order with Dell Computer Corporation through a Cooperative Purchasing Agreement under California State Procurement Contract (Contract Number 1-17-70-01A) for the purchase of Computer Workstations and Monitors in the amount of $70,000.