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