Loading...
HomeMy WebLinkAboutItem 09e - Purchase of Computer Workstations and Laptops from Dell Computer Corporation Date: December 3, 2019 To: Honorable Mayor and City Council From: Hue Quach, Administrative Services Director By: Wilson Luo, Information Technology Manager Subject: PURCHASE OF COMPUTER WORKSTATIONS AND LAPTOPS FROM DELL COMPUTER CORPORATION IN THE AMOUNT OF $76,000 Recommendation: Approve SUMMARY It is recommended that the City Council authorize a purchase in the amount of $76,000 from Dell Computer Corporation for replacement of (101) computer workstations and operating system. The formal bidding requirements have been satisfied and funds were approved for this acquisition as part of the Fiscal Year 2019-20 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 101 computers this year. Purchase of Dell Computer Workstations and Laptops December 3, 2019 Page 2 of 3 DISCUSSION Arcadia has 101 computers aged beyond the five-year life cycle. All 101 computers are running the soon-to-be unsupported Microsoft Windows 7 operating system. Microsoft has announced Windows 7 operating system will no longer be supported effective Jan 1, 2020. Patches and updates will stop at the end of December 2019, leaving systems susceptible to exploit and posing a security risk to the City’s entire network. The current proposal is to replace 101 computers and it is anticipated that, with the adoption of the following fiscal year’s budget, the remaining 101 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 101 computers is proposed for the following departments in this round of replacement: Administrative Services 12 Workstations Development Services 19 Workstations Fire 3 Workstations EOC 1 Workstation Recreation 1 Workstation Library 9 Workstations Museum 4 Workstations City Manager 3 Workstations Police 40 Workstations Public Works 9 Workstations Total: 101 The City frequently utilizes state and county agencies’ formal bidding process 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. Purchase of Dell Computer Workstations and Laptops December 3, 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 impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The total cost for the proposed replacement computers and monitors is $76,000. Funds have been budgeted in the Fiscal Year 2019-20 Equipment Replacement Fund for this yearly acquisition. The cost of the workstations includes Microsoft Windows 10 operating system client software licensing in addition to the workstations themselves. RECOMMENDATION It is recommended that the City Council determines that this project is exempt under the California Environmental Quality Act (“CEQA”); and authorize the purchase of Computer Workstations and Laptops from Dell Computer Corporation in the amount of $76,000, using a Cooperative Purchasing Agreement under the California State eProcurement Program contract number 1-17-70-01A. Attachment: Granite Data Solutions Quote 5321 Luce Ave. McClellan, CA 95652 p. (916) 735-3550 f. (916) 735-3551 http://www.granitedatasolutions.com Remit To Granite Data Solutions Accounts Receivable PO Box 398932 San Francisco, CA 94139-8932 (916) 735-3550 Quotation Quote #56230 Terms NET 30 Contact Wilson Luo wluo@arcadiaCA.gov 626-574-5489 Quote Date 11/14/2019 Expires 12/14/2019 Sales Rep: Tom Eisenhower teisenhower@granitedatasolutions.com p. 916-303-4405 Bill To Ship To City of Arcadia Accounts Payable 240 W. Huntington dr. Arcadia, CA 91066 UNITED STATES (626) 574-5431 jhennessey@ArcadiaCA.gov City of Arcadia Wilson Luo 240 W. Huntington dr. Arcadia, CA 91066 UNITED STATES (626) 574-5431 Description Customer PO Contract Ship Via 7070 1-17-70-01A Other Carrier Item Core Y/N CLIN Part #Description Qty MSRP Discount Price Extended Price Tax 1 Yes 210a 210-ASEC Power- Optiplex 7070 SFF, Intel Core i7-8700 (6 Cores/12MB/12T/up to 4.6GHz/65W), Windows 10 Pro 64, 16GB 1X16GB DDR4 2666MHz Non-ECC, 2.5" 500GB 7200rpm SATA Hard Disk Drive, Black Dell KB216 Wired Multi-Media Keyboard, Black Dell MS116 Wired Mouse, 3-Year Next Business Day Onsite Warranty Contract: 1-17-70-01A 101 $1,639.21 59%$672.08 $67,880.08 Yes 2 Yes 1158 A7639742 C2G 6ft Displayport Cable With Latches M/M - Black Contract: 1-17-70-01A 110 $17.99 37%$11.33 $1,246.30 Yes Sub Total:$69,126.38 Shipping and Handling:$0.00 Tax Rate: (0.09500)$6,567.01 Total $75,693.39 Items with an "N" are considered off-spec and need DGS approval for purchase; Please email your quote to eugene.shemereko@dgs.ca.gov ** Purchase orders must include: Contract Number ** Price Index 11/07/2019: http://ftpbox.us.dell.com/slg/weekly/dellpricereport.pdf DVBE #26068 CA Sellers Permit # KH-100-299591 Fed ID: 68-0445502 Quote #56230 Page 1 / 1